Assistant Director, Department Administration

Florida Atlantic University; Boca Raton (FL); On-site; USD 60,000 - 66,000; Full time

Benefits offered by this job

Excellent benefit packages including M

State retirement options

Public Service Loan Forgiveness (PSLF)

Sick Leave Pool Program

Paid time off including holidays

Employee Educational Scholarship

Tuition assistance after 6 months

Details at FAU HR benefits page

Job summary

Florida Atlantic University is seeking an Assistant Director, Department Administration in Boca Raton to advance the College of Engineering and Computer Science’s operational efficiency and research support.

The role oversees budgeting, grant management, compliance, and faculty support, guiding financial reporting, policy adherence, and administrative staff development to enhance student success and department performance.

Qualifications

• Master's degree from an accredited institution and two years of experience or a bachelor's degree with four years of experience.
• Experience managing departmental and sponsored research budgets and reporting.
• Knowledge of policy and compliance related to research administration.

Responsibilities

• Assist faculty in budgeting grant proposals and ensure compliance with submission guidelines.
• Track proposal submissions and manage awarded research grants, monitoring expenditures and preparing financial reports.
• Develop and maintain a robust fiscal tracking system for department accounts.
• Conduct budget forecasting, amendments, and reconciliations to ensure fiscal responsibility.
• Stay abreast of policies affecting research and administrative practices.
• Advise department members on compliance matters and implement policy changes as needed.
• Serve as primary contact for PIs and central research offices, facilitating communication and report submissions.
• Prepare and submit Research Center Reports to the Board of Governors and highlight department achievements.
• Oversee purchasing functions, including pCard transactions, requisitions, and monitoring of financial activities.
• Manage administrative staff, providing training and conducting performance evaluations.
• Pre-certify effort reports for research awards and manage tuition waivers per university policy.

Skills

Budgeting

Grant management

Financial reporting

Policy compliance

Staff supervision

Education

Master's degree

Bachelor's degree

Tools

Microsoft Excel

Job description

Position Summary

Florida Atlantic University is seeking an Assistant Director, Department Administration - Boca Raton, FL. The Assistant Director, Department Administration position supports the mission of the College of Engineering and Computer Science. This role is tasked with enhancing department operational efficiency, supporting research initiatives, and contributing to student success.

The College of Engineering and Computer Science at Florida Atlantic University is dedicated to shaping the future through cutting-edge research and transformative education.

Summary of Responsibilities

• Assist faculty in preparing and budgeting grant proposals, ensuring compliance with internal and external submission guidelines.
• Track proposal submissions and manage awarded research grants, including monitoring expenditures and preparing financial reports.
• Develop and maintain a robust fiscal tracking system for various department accounts (e.g., GTAIDS, Auxiliary, Foundation, Tech Fee, Carryforward).
• Conduct budget forecasting, amendments, and reconciliations to ensure fiscal responsibility and compliance.
• Stay abreast of evolving federal, state, and university policies affecting research and administrative practices.
• Advise department members on compliance matters and implement policy changes as needed.
• Serve as a primary contact for Principal Investigators (PIs) and central research offices, facilitating communication and report submissions.
• Prepare and submit Research Center Reports to the Board of Governors and highlight department research achievements.
• Oversee purchasing functions, including approval of pCard transactions, preparation of requisitions, and monitoring of financial activities.
• Manage administrative staff, providing training, conducting performance evaluations, and fostering professional development.
• Pre-certify effort reports for research awards and manage tuition waivers in accordance with university policies.
• Performs other job-related duties as assigned.

FAU Benefits and Perks

• 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.
• For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).
• For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php.

Minimum Qualifications

• Master's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience.
• or a bachelor's degree from an accredited institution in an appropriate area of specialization and four years of appropriate experience required.
• Valid Florida Driver's License required.

Preferred Qualifications

• Degree in business administration, finance, accounting, public administration, higher education administration, or a related field.
• Experience managing departmental and sponsored research budgets, including budget development, forecasting, reconciliation, expenditure monitoring, and financial reporting.
• Experience supporting pre- award and post- award research administration, including proposal budgeting, grant submissions, award management, and compliance with sponsor requirements.
• Working knowledge of federal, state, and institutional regulations governing sponsored research and university financial activities.
• Experience working directly with faculty and Principal Investigators to manage research funding and resolve administrative or financial issues.
• Experience supervising, training, and evaluating administrative staff.
• Strong analytical and organizational skills, with demonstrated ability to manage multiple priorities, deadlines, and complex financial information.
• Advanced proficiency with Microsoft Excel and demonstrated ability to develop and maintain financial tracking and reporting tools.
• Strong written and verbal communication skills and demonstrated ability to work effectively with faculty, staff, students, central administrative offices, and external stakeholders.

Employment Screening Requirements

• Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol and drug screening check.
• PRE-EMPLOYMENT SCREENINGS REQUIRED: Selected candidates must successfully complete and pass all employment screenings prior to the start of employment.

Accommodation and Disability Policy

• Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at 561-297-3004 or send an email at [e-mail].

Salary and Working Conditions

• Salary: $60,000 - $66,000 Annually.
• Location: Boca Raton.
• Work Days and Hours: Monday - Friday, 8 a.m. - 5 p.m.
• Application Deadline: 2026-09-27.

Equal Opportunity Statement

Florida Atlantic University is an equal access/equal opportunity employer that complies with all applicable federal and state laws regarding nondiscrimination.

Foreign Researcher Screening Policy

Florida Statute 1010.35 - Screening Foreign ResearchersPursuant to Florida law, any applicant or student seeking employment in a research or research-related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS‑160 (Online Nonimmigrant Visa Application).