DIR, Administrative Services - Administrator for a top-rated and growing fundamental science department with diverse sources of funding

Classification Title:

DIR, Administrative Services

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Admin and Managerial Responsibilities: The Director, Administrative Services (AD) represents the Chair on a regular basis in dealing with high-level administrative officials. Non-routine administrative decisions are made in the Chair's absence. The AD is responsible for activities coordinated with the Office of the Dean, Office of the Vice-President, Contracts and Grants, Division of Sponsored Programs, Graduate School, Office of the Registrar, Office of the Provost, Finance and Accounting, and Colleges of Dentistry and Pharmacy. There is also interaction with other departments in the College of Medicine and Centers and Institutes within the University. The AD interacts with public and private granting agencies on a National and international level. The AD gathers information and coordinates reports for submission to the Chair and higher levels of administration by investigating matters and preparing replies. This individual is responsible for recommending solutions and solving problems. As the primary administrative liaison between the Department and the Office of the Dean, this employee is responsible for knowledge about and implementation of new administrative procedures and for efficient operation of the Department. The person in this position must advise personnel, students and faculty on University, State and Federal policies and procedures. The AD is ultimately responsible for hiring, development, evaluation, mentoring and supervision of all administrative employees in the departmental areas described herein. The AD focuses on delegating effectively and providing staff with growth opportunities, professional training and the environment required to work effectively. The AD works to develop and implement tools to continually improve the efficiency and effectiveness of the administrative sections.

Preparation and Management of the Departmental budget: The Department annual budget is in excess of $15 million derived from externally awarded grants, private foundation donors and State monies. The AD provides material assistance to the Chair in devising the Department's annual budget by providing historical data, projections, calculations and estimates for expenditures and income. The incumbent inputs said budget to the College systems based on verbal guidelines from the Chair and meets with the Chair to discuss and review as needed. The AD administers the departmental budget on an ongoing basis to ensure the funds are expended as budgeted and not overspent. He/she reviews budget reports for the Department on an ongoing basis and submits explanations of material variances to the Chair for submission to the Dean's Office of Financial Services. The employee devises local financial and managerial responses to budget variances then implements appropriate actions with the approval of the Chair.

The AD is responsible for understanding and implementing the financial policies and procedures of the College of Medicine and the University of Florida for the Department. The administrator is responsible for developing and implementing the local systems and procedures needed to ensure the Department is in compliance with University, State, and Federal accounting rules. The AD is responsible for the accuracy of the Department's financial reports and financial information; for developing and maintaining internal controls over financial reporting; for understanding and implementing College of Medicine policies and procedures regarding fund sources; for the financial viability of the Department; and for contributing to the achievement of College and University financial objectives.

The AD designs and creates data management tools as needed for various and sundry needs associated with the budget and faculty compensation plan. The AD tracks and manages teaching effort to maximize benefit of teaching funds. The AD works to maximize faculty effort on grants and grant opportunities. The AD assists the Chair with strategic planning, auditing, and systems maintenance.

Admin and Supervision of the Fiscal Section: The AD has the overall responsibility for the function of the fiscal section and coordinating its activities with the other sections of the Department and the Chair's office. The section consists of an Accountant and two Senior Fiscal Assistants. It is responsible for the day-to-day non-payroll materials and services procurement and payments. The AD is the primary department-level approver for small-item purchases, travel authorizations and expense vouchers and provides ongoing direction to the fiscal staff to ensure accuracy and compliance with University, State and Federal rules and regulations. This section also prepares reports on the expenditures of faculty member's labs as well as maintenance of departmental accounts via on-line spreadsheets and other automated and paper recordkeeping systems. The AD advises Principal Investigators on the most advantageous use of funds and assists them with the purchasing process as needed.

Admin and Supervision of the Administrative Section: The AD supervises and provides backup to the Executive Secretary (Chair's Assistant) who operates this section. This section is responsible for assisting faculty with preparation of materials relative to faculty Promotion and Tenure. This includes developing 'faculty packets' for Promotion, Tenure and mid-career review occasions. The assistant also handles travel arrangements for departmental guest speakers, local mail delivery, the departmental calendar and common areas scheduling, as well as document retention and the Department archives. The AD also directs or prepares general effort reports, instructor workload reports, and space utilization reports.

Admin and Supervision of the Personnel Section: The AD supervises the Office Assistant and the Program Assistant (partial) who operate the personnel section. The AD has the ultimate managerial and administrative responsibility, but the work details are the responsibility of the two staff members. The section is responsible for coordinating and managing Department human resources and appointment activities for faculty, TEAMS, USPS, OPS, housestaff, graduate assistants, fellows and volunteers regarding hiring, reappointments, promotions, evaluations, timekeeping/leavekeeping, licensure and immigration. He/she provides guidance to the Chair and faculty regarding recommended salaries for promotions and new hires. The incumbent provides supporting documentation to assist the Chair with implementation of the faculty compensation plan and any annual merit increase process. He/she coordinates with other College or University work units regarding payroll and HR issues. He/she ensures salary and fringe benefit costs are accurate and distributed to the appropriate funding sources. The AD participates in the resolution of personnel issues and problems. The AD is responsible for the interpretation and application of College of Medicine and University of Florida personnel\payroll policies and procedures; formulates and implements Department procedures and ensures the Department functions in accordance with all University of Florida, State of Florida and Federal regulations. The section coordinates appropriate training for faculty and staff including, but not limited to, billing and research compliance, HIPAA, FERPA, SPICE (Security Program for Information and Computing Environment), security, lab safety, residency rotations, grants and contracts management and the University of Florida's Environmental Health & Safety (EHS) regulatory requirements for physicians, nurses, residents and researchers.

Admin of the Teaching Programs: The AD directly supervises the Department's Executive Secretary and Program Assistant (partial) who support all educational activities of the Department. This section is responsible for the graduate teaching program, student records, and grade records. This section issues letters of appointment (LOA), coordinate payment of tuition waivers, coordinate course scheduling and space assignment. This section assists students with registration, coordinate graduate student evaluation committees and report grades. These employees report and validate instructor workload data in the College and University Systems. They also handle the admissions, handbook maintenance, student matriculation issues and informational website for the Department's two masters' degree programs.

The Preparation and Admin of Grants: The AD directly supervises, and directly supports, for the Grant Specialist who prepares grant proposal budgets and administrative components when faculty, graduate assistants, and postdoctoral associates apply for extramural funding. This section is responsible for coordinating the development of grant proposals in accordance with Department, College, University and agency policies and for obtaining the necessary internal approvals of the applications as required. The AD assists the Chair with the final review and approval of proposals prior to submission.

When proposals are funded, the AD provides department level support to the University processes adding the new projects to the accounting and administrative systems. The AD facilitates payroll/effort assignments and other spending on the projects with the primary investigators to ensure proper use of agency funds. The AD ensures that all reporting requirements including cost share and effort spent on external grants are accurate and in compliance with funding agency guidelines. The AD is the local administrative contact supporting the activities of the Principal Investigators with a goal of assisting the Primary Investigators and the University at large with the smooth administration and coordination of research awards. The AD provides administrative oversight of projects to ensure compliance with College of Medicine, University of Florida, IRB, IACUC, Division of Sponsored Programs and granting agency requirements.

Coordination of Department's Computing Support: The AD is the Department's Information Security Administrator (ISA) in accordance with the requirements of the University and HSC Information Security guidelines and directives. The ISA works with the ISM(s) supporting departmental information assets to ensure compliance with HIPAA, FERPA, SPICE and other applicable policies. The AD provides coordination and triage of end user computing issue reports by members of the Department, particularly those in the ARB building, and assists with the process of procurement, installation, configuration, maintenance and disposition as needed. The AD works with HSC computing support and the effected department members to resolve the issues. The AD also provides direct support to the Executive Secretary and Office Assistant for their ongoing maintenance of the Department's main web site.

College and Cross-Unit Data & Management Information:

The AD provides reporting services as well as ongoing development and support services to several College and UF units. The AD maintains and operates a system that uses data from PeopleSoft and other sources to provide weekly payroll management reports to College departments (18), institutes & centers (4) and other UF colleges (3). The AD provides data to the Dean's Office on the composition of the grant-based compensation of College faculty as part of the calculations for the College's annual variable compensation awards under the faculty compensation plan. The AD provides ongoing systems support to the College IDP office for its admissions and student tracking software. The AD provides annual system support to the College financial aid office for its process issuing financial aid award letters to the medical students.