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BUDGETING, ANALYSIS, AND REPORTING
Responsible for developing and managing much of the Office of Health Affairs budget. The $20M+ core office budget includes multiple funds across 15-20 departments and research/academic units. Assists in preparation of support unit budget for review and approval by the AVP and EVPHA. Establishes tracking mechanisms, creates and implements expenditure guidelines, and monitors execution. Performs financial analyses and uses the analyses for decision making; investigates variances. Develops and reviews budget to actual reports and makes adjustments as needed. Manages EVPHA commitments. Assists the AVP with various summaries, dashboards and other financial reports.
Serves as the knowledge expert and lead fiscal staff for EVPHA departments. Addresses budget and financial issues or questions with department leaders; works with leaders to determine appropriate resolutions and processes to prevent recurrence. Provides training and guidance; troubleshoots issues to resolution.
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 EVPHA policies and procedures regarding fund sources; for optimizing the financial viability of the departments; and for contributing to the achievement of financial objectives. Coordinates with University core offices to assure compliance with all university regulations and policies.
Responsible for developing and maintaining a system that compiles complex information from various fund sources using multiple accounting systems to generate detailed monthly and quarterly reports, that encompass the financial activities of individual departments and the Office of Health Affairs overall.
FINANCIAL RESPONSIBILITIES
Oversees reconciliation and balances of Office of Health Affairs department accounts, including state, cash, research, and foundation funds. Responsible for establishing, upgrading and maintaining proper business controls, guidelines and procedures to effectively manage the fiscal and accounting operations of the multiple departments within the Office of Health Affairs.
Manages EVPHA strategic commitment funds ($3-5M) to include monitoring, tracking and audits of expenditures. Provides reports to UF Health leadership. Ensures expenditures are appropriate and allowable, collaborates directly with Health Science Center colleges/department leadership regarding issues, discrepancies, process adjustments and questions about expenditures.
Manages fiscal commitments for university-wide initiatives within the HSC. Incumbent takes information and creates processes for implementation, develops reports, and maintains ongoing communication with all stakeholders on financial impact.
Approves requisitions, purchase orders, expense reports, and travel authorizations for departments in Health Affairs ensuring proper fund use. Oversees the p-card processing and reconciliation transactions for departments in Health Affairs, ensuring compliance with university policy and regulation. Works with various UF units to reconcile discrepancies found during the reconciliation process. Takes corrective action where necessary.
Responsible for the development and management of an internal system in order to monitor accounting activities within the department. Supervise the ordering/maintenance of office supplies for the department. Responsible for monitoring departmental spending and recommending policies and
processes to manage the fiscal operations effectively. Must be knowledgeable of the various policies and procedures for all funding sources within the university (FCPA, UFF, and UF.) Monitors cash flow of the EVPHA departments, assuring that funds are spent effectively and from the appropriate divisions.
Recommends changes to existing accounting procedures and assists in developing new procedures.
Manages UF Health Affairs initiatives and special projects. Collaborates directly with Health Science Center colleges/department fiscal leadership and other campus stakeholders to implement and track projects. Oversees the production of accurate and timely budget and expense management reports for special projects.
Directs the efforts of and supervises EVPHA fiscal and HR staff, sets performance standards and accountability. Trains departmental personnel on various university platforms for budgeting, purchasing, payroll and leave procedures, space, effort and data tracking and assists others in problem solving as needed. Establishes growth and development plans to maximize learning and development opportunities in order to improve team members’ performance and addresses departmental skill gaps.
Meets annually with financial contacts/administrators from each EVPHA department to review and document UF procedural compliance and internal controls.
Performs audits as needed or requested.
Creates payroll distributions for EVPHA Office and UF Self-Insurance Program, and processes cross-HSC college payroll distributions. Ensure distributions are appropriate, consistent and that funding is available. Accuracy and timeliness are essential.
HUMAN RESOURCES RESPONSIBILITIES
Facilitates the coordination, development, and posting of position requisitions, which includes providing guidance concerning hiring ranges, position descriptions, advertising strategies, interview procedures, selection criteria, compensation, and letters of offer. Ensures the timely preparation, approval, and signatures for offer letters.
Serves as a credible and trusted resource for EVPHA stakeholders about best practices, legal requirements, policies and procedures regarding candidate evaluation and selection, including affirmative action and non-discrimination during the selection process. Provides advice and counsel as it relates to faculty and staff employment policies procedures, presenting innovative ideas and best practices to acquire, develop and retain outstanding talent. Interprets human resources services policies and provides advice on human resources processes, procedures and issues. Resolves issues, as appropriate, in consultation with UF Human Resources Services, and makes recommendations to resolve complex issues.
Stays informed of best practice trends and innovative recruiting techniques in order to be competitive in modern recruiting practices. Identifies, informs and makes recommendations to the AVP regarding internal and external issues that affect the departments. Provides advice, guidance and interpretation on policy and practice related to recruitment, retention, engagement.
Serves as compensation consultant to departments by providing advice and guidance related to classification and compensation.
May assist with delicate employee relations and conflict resolution.
Serves as HR Liaison for the Health Affairs Office and communicates new policies and processes to faculty/staff and ensures that university deadlines and requirements are met. Assures EVPHA units are compliant with University training requirements.
OPERATIONAL RESPONSIBILITIES
Serves as property custodian for most EVPHA departments; reviews and approves property contact property dispositions. Responsible for and oversees completion of annual space inventory of EVPHA space assets and serves as a resource and consultant for other EVPHA divisions. Reviews and approves requests for use of public spaces and contacts relevant departments (UPD, Purchasing, etc.) as needed. Responsible for safeguarding department assets by protecting and accounting for resources such as cash and fixed assets. Ensures the department has an appropriately trained Department IT Security Administrator.
ADMINISTRATIVE
Serves as Department Security Administrator (DSA) for the EVPHA office, reviewing and approving myUFL security roles for EVPHA employees. Serves as chartfield liaison and Identity Management Coordinator for the EVPHA departments.
Participates on the Health Science Center (HSC) Gated Parking Committee which reviews and considers for requests for HSC Gated Parking; represents the Office of Health Affairs on the UF Parking Committee. Serves as an EVPHA liaison with other units on campus.
Collects and/or analyze data from EVPHA departments and/or Health Science Center (HSC) colleges for recurring reports and surveys including Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) accreditation, Association of Academic Health Centers (AAHC) member surveys, and the University of Florida (UF) Health Community Benefit Report.
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- Required experience with PeopleSoft, including financial modules: myUF Market, budget inquiries, journal entries, deposits, travel and expense, Query Viewer, Query Studio, etc.- Required experience in Excel, Word
- Experience with PeopleSoft HR modules (Budget tables, Job Data), Enterprise Analytics, Access Request System, MyAssets, space reporting, etc.
- Knowledge of UF and State of Florida rules and procedures, specifically with finance and accounting activities
- Ability to communicate effectively, verbally and in writing, with senior university officials
- Ability to plan, prioritize and coordinate work assignments
Ability to learn and adapt to new systems and applications like Workday, Power BI, and others.
- Ability to work within short deadlines and continue to manage daily operational workload
- Ability to manage responsibilities and projects independently
- Ability to analyze and resolve problems
- Ability to work under pressure
- Ability to meet deadlines
- Ability to maintain confidentiality
- Strong attention to detail
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