Coordinator, Budgets School of Engineering

Department

Compensation

General Description / Primary Purpose:

Under the supervision of the Director of the School of Engineering at the University of North Florida the primary responsibilities of this position include providing support to the Director managing all budgetary and financial aspects for the school and carrying out specific duties including overseeing the budgets and accounts for five distinct cost centers within the School - Civil Engineering Electrical Engineering Mechanical Engineering Advanced Manufacturing Engineering and the Taylor Engineering Research Institute.

Job Functions:

80% Fiscal Management:

• Maintains comprehensive account ledgers and budgets for the School of Engineering (SOE) including E&G Auxiliary Agency and Foundation funds

• Reconciles accounts on a monthly and annual basis to ensure accuracy and compliance

• Processes all financial transactions for the SOE including requisitions purchase orders change orders and blanket accounts

• Prepares and submits spend authorizations and travel expense reports for SOE faculty staff and students

• Manages P-card and T-card transactions in Workday for SOE accounts

• Provides detailed fiscal reports to the Director of the School of Engineering CCEC Dean and Budget Operations Manager as required

• Collaborates closely with the CCEC Budget Operations Manager on all financial matters for the SOE

• Oversees and approves timesheets for student assistants and temporary OPS employees

10% Staffing & Training:

• Prepares and processes appointments in Workday for student assistants graduate assistants and temporary OPS personnel

• Supervises and trains the Administrative Secretary position

• Conducts onboarding and assists with hiring new SOE faculty members

5% Administrative Duties:

• Composes correspondence meeting minutes and other administrative documentation

• Operates office equipment and software (Word Excel Access etc.) to generate reports and compile data for decision-making

• Provides receptionist coverage including answering phones greeting visitors and distributing mail in the absence of the Administrative Secretary

5% Policy Interpretation and Implementation:

• Interprets and communicates University and SOE policies and procedures to faculty and staff

• Recommend policy changes or revisions to improve program operations

• Advises the unit on the application and implementation of new or updated rules policies and procedures

Departmental Requirements:

Computer skills in MS Word and Excel good organizational skills attention to details and the ability to work independently are essential. Ability to effectively manage multiple administrative tasks including a complex budget system. Ability to form new procedures and analyze problems. Ability to communicate effectively both orally and in writing. Ability to interact with the public in a professional manner. Knowledge of computer and software practices. Knowledge of office procedures and practices. Ability and willingness to continually learn new material. Ability to accomplish sound mathematical processes.

Supervision Exercised:

This position oversees the School of Engineering Administrative Secretary (P-) and 25 Student/OPS Workers each semester (Graduate Assistants Student Assistants OPS and FWS personnel).

Supervision Received:

Supervision by the Director School of Engineering is by verbal and/or written communication. The incumbent develops procedures for performing a variety of complex duties within established guidelines; has considerable freedom while the work is in process and receives instructions on new assignments. Periodic instructions. Independent action required in most matters. A high level of independent judgment is required for this position.

Level of Public Contact: The level of public contact is moderate. This position maintains contact with the administrative office throughout addition this position will interact with industry leaders and donors.

Monetary Responsibility: Will be responsible for managing allSchool of Engineering; E&G Auxiliary Agency Funds and Foundation funds including discretionary and restricted funds.

Policy-making and/or Interpretation: Policy making and/or interpretations include but are not limited to: Make recommendations to the Director School of Engineering on policies and procedures for the school. Assist in the preparation and administration of contracts ensuring compliance. Interprets policy and make recommendations regarding university processes.

Program Direction and Development: This position will advise the Director School of Engineering on university policies to ensure compliance.

Required Qualifications

Please contact Nida Rogers at for questions concerning the position.

Statement(s) of Understanding

This position requires a background conjunction with the Universitys policy this position may also require a credit check.

The holder of this position is designated as a Responsible Employee pursuant to their role under Title IX. Therefore the incumbent must promptly report allegations of sexual misconduct sexual violence and child sexual abuse by or against any student employee contractor or visitor to the Universitys Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our building this environment we strive to attract students faculty and staff from a variety of cultures backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information race color religion age sex disability marital status national origin or veteran status in any educational employment social recreational program or activity that it addition UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the Universitys collaboration with community partners from the local to the global level. It reflects UNFs mission to contribute to the public good and prepare educated engaged citizens.