Administrative Services Manager Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=535234&lJobSourceTypeID=796&sLanguage=en-us) Job no: 535234 Work type: Staff Full-Time Location: Main Campus (Gainesville, FL) Categories: Executive/Director/Management, Office/Administrative/Fiscal Support Department: 15020000 - DCP-SCHOOL OF ARCHITECTURE Classification Title: MGR, Administrative Services Job Description: This position provides critical leadership for the fiscal and human resources (HR) operations of the School of Architecture, including CityLab Orlando, and DOCE/International programs (Design Exploration Program, Lecture Series, Vicenza Institute of Architecture, and East Asia, located in the College of Design, Construction and Planning (DCP). This position reports directly to the School Director. The incumbent is responsible for directing and managing the accounting, budgeting, compliance, disbursements, human resources, procurement and all administrative operations and activities of the department. The Department Administrator has significant input in the formulation of department policies and works alongside the School Director to develop and meet the strategic goals of the department. The primary responsibilities of this position include budgetary development and oversight, administration of all personnel policies, compliance, internal controls, cost analysis (effort and space allocation reporting), and oversight and implementation of administrative functions as it relates to the Department and DCP policies and procedures. In addition, they directly manage and oversee several full time staff members with all aspects of their positions in addition to managing CityLab’s Administrative Support Assistant I. Finance Management -Responsible for ensuring the department(s)/unit(s) comply with college, university, state, and federal rules and regulations. Develops, manages, and analyzes the department’s operating, auxiliary, and other fund budgets and monitors cash flow and expenditures. Regularly provides financial reports and interprets financial information with the School Director while recommending further courses of action. -Responsible for oversight and/or approval of fiscal operations, including but not limited to budget, procurement, personnel/payroll actions, accounts payable, PCard, travel, asset management, gift card (HSP) funds, and account reconciliation, ensuring compliance with policies, budgets, and restrictions. Monitors operating budgets to ensure effective utilization of financial resources for all funding sources, including state appropriations, contracts and grants, returned overhead, foundation, and other revenue streams. -Ensures internal controls for effective and efficient financial management, taking necessary actions to meet financial and legal obligations. Assists in financial planning and forecasting to support departmental initiatives and long-term goals. Human Resources Management -Provides oversight and management of Human Resource (HR) operations for the Department, ensuring compliance with college, university, state, and federal rules and regulations. Manages an HR Generalist II, providing direction, support, and oversight in carrying out daily HR operations. -Serves as a strategic advisor to the School Director on HR matters, including faculty and staff salary plans, personnel policies, and long-term staffing strategies. Ensures the department maintains equitable and competitive compensation structures and personnel policies. Provides high-level guidance on personnel matters, including employee relations, performance management, and compliance with university policies. -Advises the School Director on HR best practices, workforce planning, and organizational development strategies. Serves as the primary liaison with the HR Manager at the college level to ensure alignment with institutional HR policies and procedures. Department Administration -Assists the School Director in developing and executing department-wide initiatives, including fundraising strategies, alumni engagement, and promotional efforts. Supports efforts to increase external funding opportunities by identifying and communicating grant prospects and coordinating grant-related activities within the department. -Oversees the management of full-time staff, ensuring operational efficiency and professional development opportunities. Supervises five (5) full-time staff members in addition to any student assistant/OPS/temp hires. --Provides leadership and support to staff, including resolving operational issues and serving as a backup in their absence. -Manages departmental space allocation, effort reporting, asset management, and student material/supply/equipment use fees. Coordinates with university facilities for renovations, repairs, and space maintenance. Ensures the department has adequate physical and technological resources to support its operations. -Represents the department at college-level meetings related to fiscal, grant, and HR matters. Serves as the key point of contact for building access, key distribution, and facility-related needs. Approves building access requests and collaborates with the Dean’s Office on security measures. -Responsible for department-wide operational policies and procedures, ensuring consistency and alignment with institutional goals. Works closely with faculty and staff to facilitate efficient administrative processes and address departmental needs. Expected Salary: $70,000 - $80,000 Minimum Requirements: Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience. Preferred Qualifications: Notary State of Florida (paid by school) Experience supervising staff Budget, fiscal and human resources experience a must Knowledge of UF fiscal, HR and research award policies and procedures Special Instructions to Applicants: In order to be considered, you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required:No Advertised: 17 Mar 2025 Eastern Daylight Time Applications close: 31 Mar 2025 Eastern Daylight Time