Coordinate with the Deans, unit heads, and Development Office to oversee use of college foundation funds. Monitor college foundation accounts for underutilization and notify Deans and Fund Administrators. Oversee response to occasional audits of the college’s foundation accounts and directly respond to audits of funds administered by the Dean’s office or Sr. Associate Dean’s office. Develop the All Funds Budget for the Dean’s Office and Development.
Serve as Fund Administrator with signing authority for college foundation accounts administered by the Dean’s office.
Process journal transfers for foundation accounts including faculty expense budgets, departmental scholarship funds, and other required reallocations.
Maintain records for all endowed faculty accounts. Prepare and distribute professorship appointment and renewal letters.
Monitor accounting functions and internal fiscal controls for Dean’s Office state appropriations and foundation accounts. Reconcile ledgers with PeopleSoft Commitment Control and UF Foundation statements.
Prepare financial reports, fiscal summaries, and statistical data for the Deans and other college administrators upon request. Serve as a resource for departmental staff on foundation fund management, purchasing procedures, and HR processes to ensure compliance with university policies. Investigate and resolve accounting or billing discrepancies in coordination with appropriate campus offices.
Assist departments with UF Research Participant processes including forms and electronic gift card distribution.
Initiate purchase requisitions, manage purchase orders, receive goods, and process invoices for the Dean’s Office, Development, Doctor of Business Administration Program (DBA) and other departments as needed. Execute purchases using the university P-Card. Purchase supplies, for kitchen in Dean’s office for meetings.
Process requisitions and payments related to new WCB employee relocations, desktop computers, laptops, and printers. Manage deposits for returned checks and maintain support fund transfers and balances for faculty and postdoctoral researchers.
Oversee procurement and maintenance of office supplies and equipment for units within the Dean’s purview. Manage insurance renewals and maintenance coordination for the college’s electric vehicle. Maintain a usage log for the college’s electric vehicle. Make sure EV has enough power at all times.
Reconcile non-grant Warrington College of Business transactions using the Department Financial Transaction Review Dashboard (DFTR).
Coordinate and manage the college’s participation in the UF Space and Inventory Allocation system, including the annual space reporting process.
Administer the Lenel access control system, including holiday schedules, time zones, and building access assignments. Grant and remove building access for faculty, staff, and students in Hough and Bryan Hall. At the beginning of each semester all class 7 students compiled from (Hough and FSOA) from w-l-db-MSSqlReports and submitted to Lenel for student access to Hough Hall. Grant access to Behavioral lab in Hough sent by the director monthly.
Assist with payroll oversight for the college by ensuring time reporting approvals are completed and approving time entries when supervisors are unavailable.
Hire, supervise, and train Hough Hall monitors and student assistants in the Dean’s Office, including scheduling, time tracking, and payroll coordination. Monthly schedules made for Hough Hall monitors in advance. Attend HR Forums and disseminate relevant updates to college departments.
Distribute class attendance reports to academic units for verification. Provide support for college commencement activities including procurement and payment processing.
Serve as backup support for the Dean’s Office front desk including phones, key distribution, room reservations, and parking tokens. Provide information and assistance to visitors and callers while handling inquiries with professionalism and discretion.
Cross-train and serve as backup to the Director of Administrative Services in areas including college security access requests (DSA backup), payroll distribution processing, and Level One HR approval functions.