| Job Description: |
This position provides centralized business administration support for the Office of Graduate Education (OGE) including the Biomedical Sciences (BMS) program within the College of Medicine, functioning in a shared services capacity that supports all graduate education programs, trainees, and participating departments across the entire College. The role serves as a key operational resource for fiscal, payroll, and administrative functions, helping ensure consistent, efficient, and compliant business processes that support the Graduate School's mission.
The position also supports Office of Graduate Education fiscal operations through procurement activities, invoice processing, purchasing, requisitions, and PCard reconciliation. Additional responsibilities include maintaining financial records, monitoring funding activity, supporting reporting and reconciliation processes, and assisting with onboarding and operational coordination activities for graduate students and trainees.
As a central point of coordination for the college, this role partners with departmental administrators, COM-HR, COM Finance and Administration, the Graduate School, vendors, graduate students, trainees, and university offices to facilitate business operations and support graduate education activities across the College of Medicine. The position helps promote standardized processes, provides guidance on administrative procedures, and ensures compliance with university and college policies while delivering responsive customer service to a diverse group of stakeholders.
About This Role:
Payroll Distribution and Funding Administration Centralized Support
- Centralized support for the college to create and manage payroll distributions for BMS-supported graduate assistants (GAs) and OGE employees across the college.
- Monitor, reconcile, and update GA and pre-doctoral payroll distributions across all BMS cohorts.
- Coordinate cross-departmental and cross-college payroll support related to OGE and BMS funding allocation, including temporary funding coverage.
- Administer special funding sources and scholarship support, including Graduate School programs such as McKnight, McNair, FAMU, NSF, and other sponsored funding mechanisms.
- Process payroll distribution updates related to GA stipend increases, fringe benefit rate changes, and annual Pre-Doc compensation adjustments.
- Support the onboarding and offboarding of graduate assistant (GA) students by coordinating required documentation, facilitating appointment and payroll setup or termination, and ensuring compliance with university processes.
- Incorporate AI funding support allocations for participating departments and funding initiatives.
Procurement, Finance, and Accounts Payable
- Serve as a centralized resource to process and reconcile invoices, purchase orders, requisitions, journal entries, and fiscal transactions in accordance with University of Florida and College of Medicine guidelines.
- Coordinate procurement activities and ordering for program and departmental operational needs.
- Perform PCard reconciliation and ensure timely and accurate documentation of expenditures.
- Coordinate travel, develop itineraries, and manage communication and expense reimbursement for graduate student and postdoctoral candidate recruiting visits.
- Monitor fiscal transactions, maintain supporting documentation, and assist with account reconciliation and expense tracking.
- Partner with vendors, departmental administrators, fiscal staff, and university offices to resolve procurement, payment, and transaction-related issues while serving as a primary point of contact for business operations support.
- Assist with monitoring available funding balances and ensuring expenditures align with approved budgets and funding sources.
Tuition Waiver Administration
- Initiate, process, update, and monitor tuition waivers for BMS-supported GAs and Pre-Docs receiving institutional tuition support.
- Serve as the centralized resource to coordinate tuition waivers across departments and colleges to ensure accurate funding and student eligibility.
- Manage tuition waiver allocations associated with special funding programs and Graduate School scholarship initiatives, including McKnight, McNair, FAMU, NSF, and related programs.
- Incorporate AI funding support into tuition waiver processing for participating departments.
Reporting
- Prepare reports, maintain financial records, and support audits related to payroll distributions, tuition waivers, and funding activity.
- Assist with fiscal planning and funding analysis to support OGE program operations and compliance requirements.
- Provide support for additional fiscal and administrative projects as assigned.
Special Projects and Administrative Support
- Manage office necessities including supplies, mail, equipment, and security.
- Support the OGE Administrator with the annual asset management and space report.
- Collaborate with the Graduate Engagement and Outreach Coordinator to maintain and update the
website, social media account(s), event calendar, and listservs related to activities with OGE.
- Collaborate with the Graduate Engagement and Outreach Coordinator to assist with planning and
supporting student-centered events such as commencement, recruitment, and professional development
activities.
- Support the overall operation of the Office of Graduate Education by performing a variety of tasks and
responsibilities as assigned
About the College of Medicine:
The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing health care, the College of Medicine plays an impactful role in shaping the future of medicine.
For more information about the College of Medicine and its programs, visit College of Medicine.
We Offer Exceptional Benefits
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Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
Learn more about what we have to offer here!
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