Fiscal Assistant II

UF ECE Ambassadors; Gainesville (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

UF ECE Ambassadors is seeking a Fiscal Assistant II to support subaward administration, financial tracking, and procurement for UF research projects. You will assist in setting up subawards in UFIRST, review invoicing, and ensure documentation is complete while training subrecipients on procedural changes.

The role includes managing subprojects, analyzing expenses, generating reports, and coordinating with Contracts & Grants, SPA, and other units.

Qualifications

• High school diploma or equivalent and three years of general accounts transaction experience.
• Substitution with college coursework or vocational/technical training may substitute at an equivalent rate for required experience.

Responsibilities

• Support RAM in submitting and setting up subawards in UFIRST and serve as primary contact for subrecipients.
• Ensure timely reporting and submission of subrecipient invoicing; review invoices and back up documentation.
• Keep internal subaward tracking up to date and resolve unallowable expenses or incomplete documentation.
• Review subaward certifications and facilitate signatures; provide training on procedural changes.
• Support RAM in setting up subprojects; analyze expenses and provide financial tracking and fiscal control.
• Produce monthly and ad-hoc reports; coordinate with SPA, DSA, and C&G on awards.
• Obtain UF Purchasing Card, reconcile transactions, and provide procurement support including POs.
• Assist with vendor enrollment and arrange project events; build relationships across departments.
• Administrative duties related to travel and purchase procedures.

Skills

Communication

Customer service

Teamwork

Multitasking

Problem solving

Organizational skills

Education

Bachelor's degree in accounting, business administration, or a related field

Tools

myUFL

PeopleSoft

UFGO

Marketplace

Job description

Classification Minimum Requirements

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Classification Title

Fiscal Assistant II

Classification Minimum Requirements

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Job Description

Subaward Administration

Support Research Administration Manager (RAM) in submitting and setting up subawards in UFIRST. Serve as the primary contact for subrecipients. Ensure timely reporting and submission of each subrecipient’s invoicing. Review invoices for accuracy and back up documentation including but not limited to, matching receipts to invoices, conversion rate accuracy, and complete translations to English. Keep internal subaward tracking list up to date. Work with subrecipients to resolve unallowable expenses and/or incomplete documentation and submit packets to C&G for review. Assist C&G with resolving any questions that arise during their review process. Review subaward certifications sent from Contracts & Grants (C&G) and facilitate signatures. Provide training to subrecipients for any procedural changes or updates.

Financial Administration

Support Research Administration Manager (RAM) in setting up subprojects in UFIRST. Analyze expenses, develop cost projections and provide financial tracking and fiscal control to fulfill reporting requirements. Review and reconcile subproject ledgers. Consult with subproject investigators regarding unallowable expenses, such as negative balances, over-expenditures, lack of appropriate supporting documentation to reconcile expenses, etc. Keep internal subproject tracking list up to date. Produce monthly and ad-hoc reports as requested by RAM and project leadership. Work with RAM on award administration related issues that require special assistance and interface with the IFAS Sponsored Program Activities (SPA), Division of Sponsored Programs, and Contracts and Grants.

Procurement

Obtain and utilize a University of Florida Purchasing Card (Pcard) to make approved project-related purchases. Reconcile transactions monthly, ensuring appropriate documentation, receipts, and approvals collected. Provide backup for Fiscal Assistant II for the following: Reconcile Pcard transactions ensuring appropriate documentation, receipts, and approvals are collected. Provide procurement support including creating requisitions, managing purchase orders and encumbrances, preparing and processing outside vendor invoices, assisting with sole-source documentation when needed, in compliance with the University of Florida financial policies and procedures. Assist with vendor enrollment including consultants.

Administration

Assist with arranging and supporting various project events on and outside campus, and internationally. Build strong relationships across departments, answer fiscal questions, and provide clear guidance on purchasing and travel procedures.

Other Duties As Assigned

Commensurate with education and experience.

Required Qualifications

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Preferred

• Bachelor's degree in accounting, business administration, or a related field and two years of appropriate experience.
• Experience with fiscal and subaward administration and knowledge of State and University policies and procedures. Experience supporting sponsored programs, including awards from organizations such as the U.S. Department of State, and the Gates Foundation.
• Knowledge of University of Florida procurement, travel, and disbursement procedures.
• Ability to interpret, implement, and integrate requirements of various funding agencies.
• Familiarity with UF systems such as myUFL, PeopleSoft, UFGO, and Marketplace is preferred.
• Experience with travel, purchasing, and PCard reconciliation is a plus.
• Strong attention to detail, organizational skills, and document management skills.
• Ability to manage multiple priorities, meet deadlines, work effectively under pressure, and adapt to changing circumstances.
• Ability to work independently, exercise sound judgment, and effectively solve problems.
• Strong communication and customer service skills, with the ability to work collaboratively with individuals at all levels and working styles and preferences.
• Ability to work effectively as part of a team in a fast-paced, international environment with stakeholders located in the U.S. and abroad.

Health Assessment Required: No