Assistant Director, Department Administration

Florida Atlantic University; United States; On-site; USD 60,000 - 66,000; Full time

Benefits offered by this job

Medical and dental coverage

State retirement plan

Paid time off

Job summary

Florida Atlantic University in Boca Raton, FL, seeks an Assistant Director, Department Administration to enhance departmental efficiency within the College of Engineering and Computer Science. The role supports research administration, budgeting for grants, and policy compliance, while overseeing accounts and staff development.

The position collaborates with PIs and central offices to report on research activity, ensuring accurate financial tracking and alignment with university guidelines.

Qualifications

• Master’s degree with 2+ years of experience or Bachelor’s degree with 4+ years of experience.
• Valid Florida Driver’s License.
• Budget development, forecasting, reconciliation and reporting experience.
• Experience with pre‑award and post‑award research administration.
• Knowledge of federal/state regulations governing sponsored research.

Responsibilities

• Assist faculty in preparing and budgeting grant proposals within guidelines.
• Track proposals and manage awarded research grants, including expenditures.
• Develop and maintain a fiscal tracking system for department accounts.
• Perform budget forecasting, amendments, and reconciliations.
• Stay updated on policies affecting research and administration.
• Advise on compliance matters and implement policy changes.
• Serve as primary contact for PIs and central research offices.
• Prepare and submit Research Center Reports to the Board of Governors.
• Oversee purchasing, including pCard approvals and requisitions.
• Manage administrative staff, provide training and evaluations.
• Pre‑certify effort reports and manage tuition waivers.

Skills

Analytical thinking

Organizational skills

Written & verbal communication

Excel proficiency

Education

Master’s degree in a relevant field

Bachelor’s degree in a relevant field

Tools

Microsoft Excel

Job description

For more information on everything FAU has to offer, please visit www.fau.edu/jobs.

Note: Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.

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

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

• 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

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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.

Salary:

$60,000 - $66,000 Annually.

College or Department:

COECS: Ocean and Mechanical Engineering & Seatech

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m.

Application Deadline:

2026-09-27