The Department of Biomedical Engineering at Florida Atlantic University is seeking an Assistant Director for Administration and Fiscal Management in Boca Raton, FL. The position reports to the Department Chair and functions as the Department Administrative Manager.
Requirements
- Manage budgeting, forecasting, fiscal tracking, and reconciliation of monthly department-ledgers for all accounts (GTAID, Auxiliary, Foundation, Tech Fee, Carry Forward).
- Prepare and approve financial transactions, including department travel, supplier invoices, P-card purchases, expense reports, and budget amendments.
- Process expenditures on auxiliary, grant, foundation accounts, tech fees, overhead, scholarships, lab fees, carry forward, and other accounts.
- Oversee faculty summer appointments, both instructional and grant funded.
- Provide the Department Chair with a financial report of all department accounts at the beginning of each month.
- Assist with financial management for department events.
- Report to the Department Chair and function as the Department Administrative Manager.
- Organize and coordinate office administration procedures; supervise office staff and student workers.
- Assist the Department Chair with tasks related to assignments and activity reports, ensuring accurate data management and timely submissions.
- Manage the hiring process for students, OPS, postdocs, and adjuncts, from job posting to onboarding, including preparing offer letters and requesting background checks.
- Provide support as needed for research and administrative services, including processing GRA/GTA tuition exemptions and leading GRA orientation each semester.
- Act as timekeeping administrator for all department employees.
- Initiate and coordinate the purchase of goods and services needed for departmental operations, including preparing requisitions, communicating with vendors, and tracking orders through completion.
- Respond to reports or data requests from the Chair for the Dean or external questionnaires.
- Serve as the primary administrative point of contact for undergraduate and graduate students within the department.
- Assist faculty with course scheduling and setup in university systems, including entry and maintenance of special topics, independent study, and research courses.
- Support graduate program administration, including tracking milestones (e.g., qualifying exams, candidacy, thesis/dissertation processes) and maintaining student records.
- Coordinate with college and university offices on student-related processes, including admissions, enrollment verification, and graduation clearance.
- Support student engagement initiatives, events, and communications in collaboration with faculty and college units.
- Assist faculty with the development of grant and contract budgets, ensuring alignment with sponsor guidelines and university policies.
- Support proposal preparation and routing by entering and maintaining grant submissions in Novelution and related university systems.
- Coordinate with faculty, the Division of Research, and college administration to monitor proposals and awards from pre-award submission through post-award setup.
- Track awarded projects to ensure timely account setup, monitor budget activity, and assist with administrative compliance throughout the award lifecycle.
- Establish and monitor cost share commitments and associated accounts, as applicable, in coordination with the Division of Research and college leadership.
Benefits
- Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
- State retirement options including tax-deferred annuities and Roth 403(b) plans.
- State employees Public Service Loan Forgiveness (PSLF) program.
- Sick Leave Pool Program.
- Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
- Paid Community Engagement Volunteer Service Day
- Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
