This position functions as the chief administrator and financial officer of all UF functions in the Department of Pharmacology and Therapeutics under the supervision of the Departmental Chairman. Incumbent must exhibit the ability to exercise diplomacy, initiative, resourcefulness, and judgment in the handling of sensitive matters and a willingness to accept responsibility, and work independently. The scope of the work is essentially defined by the needs of the Department as identified by the Chairman. The incumbent must be able to identify needs and problems then devise solutions to these matters, which will achieve the Chairman's objectives. This position is responsible to the Chairman for management of all aspects of the administrative resources of the Department, as well as ensuring the implementation of Department policies and procedures by all areas. This position supervises administrative office staff and overseas all personnel actions, including appointment processing, equal opportunity, faculty assignments, faculty contacts, instructor workloads reports, faculty activity reports, the promotion and tenure process, the mid-career review process, faculty searches, faculty compensation, non-academic activity reports, space allocation reports, record retention guidelines, right to know forms, animal contact processing, blood borne pathogens training, radioactive reports, compliance with HIPAA, faculty development awards, graduate student letters of appointments, graduate student registration, workers compensation, unemployment compensation, FMLA paperwork and performance appraisals. The incumbent is responsible for development of departmental accounting and financial reporting mechanisms, grant proposal submissions, internal auditing, property management, personnel policies, travel submissions, endowment processing, and other associated reporting required by the College or University. The incumbent assists the Chairman in developing the Department's plans and budgets. The incumbent is a PeopleSoft Division Security Administrator (DSA) and the Information Security Administrator (ISA) for the department and is an active participant in the planning and operation of the computing and networking assets of the Department. The position also provides technical and management support for faculty and other staff projects.
Responsible for understanding and implementing the financial policies and procedures of the College of Medicine and the University of Florida for the department. The department administrator is responsible for ensuring the department complies with university accounting rules, which includes federal and state rules and regulations.
Research Administration Responsibilities
Develops and implements procedures for grant proposal submission. Assists principal investigators in development and submission of proposals and contracts. Apprises principal investigators of changes in the Office of Research, Technology and Graduate Education (ORTGE) regulations as well as those of NIH, FDA, etc. Serves as liaison with the Division of Sponsored Research and the Office of Contracts and Grants for all research projects in this research program. Trains and oversees Sr. Fiscal Assistant and Senior Clerk on grant proposals they submit.
Department Administrative Responsibilities
The Department Administrator has the overall responsibility for the operation of the departmental administrative section and for training, evaluating, and direct supervision of supporting staff on behalf of the Chairman.
The Department Administrator is responsible for preparing or supervising the preparation of all standard reports such as Academic and Nonacademic Activity Reports, Outside Employment, Notice of Appointments; Faculty Assignments; Right to Know; Animal Contact; Bloodborne Pathogens; Faculty Development Awards; Space Allocation Reports; Faculty Disability Insurance and Faculty Reassignments.
Academic Administration Responsibilities
Assists the department chair with coordinating, managing, and supervising Executive Secretary in the department's tenure and promotion process, faculty mentoring program, mid-career review for tenure-accruing faculty, sustained performance evaluations under the university's Sustained Performance Evaluation Program (SPEP), and the salary pay plan increase program for senior faculty.
Commensurate with education and experience.
Master's degree in appropriate area of specialization and six years of appropriate experience or a bachelor's degree in appropriate areas of specialization and eight years of experience.
Have a working knowledge of fund accounting and University and/or agency rules in the areas of grant applications and management, Visa requirements, personnel, payroll, procurement, and payables.
Have a working knowledge of proposal processing, pre- and post- award administration.
Excellent problem-solving skills.
Ability to interact effectively with Faculty, Staff and Students.
Ability to effectively manage and supervise administrative staff.
Ability to work with Core offices to obtain departmental objectives.
Ability to communicate effectively oral and written.
Ability to demonstrate successful project management.
Have a proven ability to cultivate and maintain strong working relationships with internal and external stakeholders.
Must be self-motivated, able to prioritize and multitask with attention to details and meeting deadlines.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume and a list of three professional references.
The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.
This is a time limited position.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.