Business Admin Specialist III - Jupiter, FL

The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology; Florida; On-site; USD 55,000 - 75,000; Full time

Job summary

The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology in New York coordinates administrative and fiscal operations from its shared services center to ensure efficient processing of budgets, purchasing, and grants. The role acts as a subject matter expert for system functionality and fosters strong relationships with campus units.

Primary responsibilities include overseeing procurement, supplier management, and financial transactions while ensuring compliance with UF,

Qualifications

• High school diploma or equivalent with five years of relevant experience.
• College coursework or vocational training may substitute at an equivalent rate for the required experience.
• Experience with fiscal, HR, commitment accounting, or grants processing is preferred.

Responsibilities

• Analyzes financial operational problems and implements resolutions.
• Monitors budget performance across labs and initiates follow-up discussions with specific functional areas regarding budget variances.
• Oversees and ensures the full procure-to-pay lifecycle is completed and ensures policy compliance.
• Manages supplier relationships and provides administrative support to the SSC and campus units.

Skills

Attention to detail

Communication skills

Analytical thinking

Job description

Classification Title

Business Admin Specialist III

Classification Minimum Requirements:

High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Job Description

This position works in The Wertheim UF Scripps Institute shared services center (SSC) to provide oversight and coordination of the administrative and fiscal operations by gathering critical information necessary to complete tasks in a variety of administrative areas, such as fiscal, human resources, commitment accounting, or grants processes. This includes providing guidance to end users and acting as a subject matter expert for the relevant system functionality. Performs administrative and clerical support for the acquisition of goods and services. This position also facilitates advancing service delivery and efficiency by reviewing current processes for efficiency and effectiveness and exploring innovative solutions. Responsible for building relationships with the units served, supervising the daily transactions of the SSC, and supporting a culture centered on delivering excellent customer service.

Responsibilities And Duties

Fiscal Operations & Financial Support

• Analyzes financial operational problems and implements appropriate resolutions.
• Assists with monitoring budgetary performance of various operational and scientific laboratories, such as tracking/reconciling certain accounts and initiating follow-up discussions with specific functional areas regarding budget variances.
• Oversees and ensures the full procure-to-pay lifecycle is completed.
• Interprets, explains, and applies complex procure-to-pay policies and procedures while monitoring compliance with UF, State, and Federal regulations.
• Serves as a resource and effective liaison to internal and external constituents and customers.
• Maintains transactional databases and records.

Finance Transaction Processing

• Responsible for analyzing, preparing, and entering both routine and complex transactional activities, including fiscal, human resources, commitment accounting, and grants processing. Examples include processing personnel reimbursements and labor account distribution work by completing PDRR forms. Reconciles and approves purchasing transactions.
• Review and research transactions to provide information as requested. Researches, analyzes, and resolves complex accounts transaction problems.
• Will work frequently with the accounting team, laboratory administrators, principal investigators, the Office of Sponsored Programs, and the Controller's Office to provide administrative and clerical support for the successful acquisition of goods and services.

Administrative Operations & Supplier Management

• Responsible for managing the purchasing of commodities by processing purchase orders and auditing invoices.
• Confers with labs and department personnel to determine their needs and budgetary requirements to purchase materials, supplies, and equipment, and makes recommendations in terms of quality, quantity, and type of product or order.
• Serves as a resource and customer liaison for supplier add requests and information gathering.
• Assists in the management of onsite contracted suppliers to ensure compliance and effectiveness, including meeting with key personnel on a regular basis.
• Responsible for managing the campus asset program, including disposals and transfers.
• Performs other duties as assigned.

Expected Salary

Commensurate with experience.

Required Qualifications

High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred

• Analytical and problem-solving skills, including researching and analyzing complex data.
• Understand and practice excellent customer service.
• Possess a professional attitude which is conveyed in all interactions, communications and appearance.
• Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments.
• Work well in a team environment.
• Ability to take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet deadlines.
• Self-motivated and capable of working independently. Strong people and team management skills.
• Knowledge of and experience with university and state regulations regarding human resources, and fiscal and budget matters.

Health Assessment Required: No.