Assistant Director of Administrative Services Powell Gene Therapy Center

AST DIR Administrative Services

Masters degree in an appropriate area and two years of relevant experience; or a bachelors degree in an appropriate area and four years of relevant experience.

The Assistant Director of Administrative Services serves as the senior administrative financial and operational leader for the Powell Gene Therapy Center (PGTC). The Administrative Assistant Director represents the PGTC Director in administrative and operational matters and provides strategic leadership across departmental administration finance clinical operations research administration human resources and compliance. The Administrative Assistant Director ensures the effective compliant and financially sustainable operation of the PGTC in alignment with the missions of the College of Medicine UF Health UFP/FCPA and the University of Florida.

Administrative Leadership & Strategic Management

• Serves as the primary administrative liaison between the PGTC and the Deans Office UF Health UFP/FCPA Finance & Accounting Contracts & Grants Division of Sponsored Programs and other affiliated entities.
• Represents the PGTC Director in high-level administrative matters and makes non-routine administrative decisions in the PGTC Directors absence.
• Gathers analyzes and synthesizes information to prepare reports correspondence and recommendations for PGTC and senior leadership.
• Advises faculty staff and trainees on University State and Federal policies and procedures.
• Develops and implements administrative processes and tools to improve efficiency effectiveness and compliance.
• Participates in College hospital and University committees task forces and change-management initiatives.
• Ensures departmental operations comply with College of Medicine UF Health UFP/FCPA University of Florida State of Florida and Federal regulations.
• Ultimately responsible for compliance with HIPAA FERPA University information security policies etc.
• Oversees PGTC website maintenance and supports administrative staff with system-related needs.
• Proactively identifies risks compliance concerns and operational inefficiencies and implements corrective actions

Financial Management & Budget Administration

• Serves as senior fiscal officer for a PGTC. Responsible for managing state funds clinical revenue grants and private support.
• Develops the PGTCs all-funds annual budget in collaboration with the PGTC Director consistent with College of Medicine UFP/FCPA and UF Health guidelines.
• Provides financial modeling projections variance analyses and strategic recommendations to support decision-making.
• Monitors monthly financial performance identifies risks or variances and implements corrective actions with PGTC Directors approval.
• Ensures accuracy and integrity of financial reports; maintains internal controls; safeguards departmental assets; and ensures compliance with University State and Federal accounting requirements.
• Approves purchases payroll distributions funding changes travel authorizations vouchers and payment requests.
• Provides recurring and ad hoc reporting to the Deans Office and other College and University units.

Clinical Operations & Revenue Cycle Oversight

• Works collaboratively with UF Health UFP/FCPA clinical leadership and departmental faculty to ensure the efficient and effective delivery of clinical services aligning PGTC clinical operations with institutional goals and quality standards.
• Oversees the full PGTC clinical revenue cycle including patient billing collections documentation coding compliance and reconciliation ensuring adherence to UF Health College of Medicine and federal state and payer regulations.
• Develops and implements processes policies and internal controls to optimize revenue capture reduce errors and maintain financial integrity while supporting operational efficiency.
• Maintains strong ongoing working relationships with inpatient and outpatient nursing units ancillary services and other clinical partners to support patient safety care quality discharge planning throughput and workflow optimization.
• Serves as a resource for problem-solving complex clinical operational issues resolving conflicts and ensuring timely communication with stakeholders at all levels.
• Participates in strategic planning for PGTC growth including evaluating new clinical programs resource allocation and alignment with institutional priorities.

Research & Grants Administration

• Oversees all pre- and post-award research administration for the PGTC.
• Supports faculty in proposal development budget preparation and submission.
• Ensures proposals meet College University and sponsor requirements.
• Facilitates award setup payroll and effort allocation expenditure monitoring reporting cost share tracking and compliance.
• Provides administrative oversight of clinical trials and research labs to ensure regulatory fiscal and safety compliance.

Human Resources & Personnel Management

• Has ultimate responsibility for all PGTC personnel functions including faculty staff OPS USPS TEAMS trainees fellows and volunteers.
• Oversees recruitment hiring reappointments promotions evaluations timekeeping licensure immigration and staff development in collaboration with COMHR.
• Leads performance management processes ensuring expectations are clear evaluations are timely and performance issues are addressed appropriately.
• Provides guidance to the PGTC Director on staff and faculty compensation including starting salaries merit increases promotions and equity considerations.
• Supports faculty recruitment mentoring programs promotion and tenure processes and faculty compensation planning.

Supervision of Administrative Support Staff

• Provides leadership and oversight for all PGTC Administrative Staff
• Ensures coordination among sections to support procurement travel payroll account management effort reporting faculty support services space utilization records retention and PGTC operations.
• Responsible for hiring mentoring evaluation and professional development of administrative staff and fostering a high-performing compliant team environment.

Commensurate with education and experience.

Masters degree in an appropriate area and two years of relevant experience; or a bachelors degree in an appropriate area and four years of relevant experience.

• Proven leadership experience in complex healthcare and/or academic environments with the ability to navigate and manage multifaceted administrative financial clinical and research operations.
• Strong financial acumen is essential including demonstrated expertise in developing and managing budgets administering extramural grant funding and overseeing physician billing collections and related compliance activities.
• Working understanding of healthcare finance models and revenue cycles as well as experience supporting faculty and investigators in securing and managing external funding.
• Ability to develop implement and adapt strategic plans that align departmental objectives with broader institutional goals.
• A commitment to continuous learning and staying informed of emerging industry trends regulatory changes and best practices in higher education healthcare systems and sponsored research administration is critical.
• Familiarity with University health system and governmental regulations operating procedures and national and state funding agency guidelines is strongly preferred.

This is a time-limited position.

In order to be considered you must upload your cover letter resume and a list of at least three professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.