Fiscal Assistant III - Pulmonary

University of Florida; Gainesville (FL); On-site; USD 40,000 - 53,000; Full time

Job summary

University of Florida seeks a detail‑oriented Fiscal Assistant III to support the Alpha-1 Research Program within the Department of Medicine. You will gather financial data from grants and budgets, prepare budgets, and coordinate between sponsors, collaborators, and University staff to ensure compliance and timely processing of invoices and payments.

You will monitor expenditures, generate monthly and quarterly reports, advise leadership on budget planning, and assist with proposal submissions

Qualifications

• High school diploma or equivalent is required.
• Five years of general accounts transaction experience required; substitutions allowed with college work or vocational training.
• Experience with university financial systems is a plus.

Responsibilities

• Gather and compile financial and budget data from grants, contracts, clinical trials, and research projects.
• Prepare and monitor research budgets and sponsored project accounts.
• Assist with development and submission of grant proposals and fiscal documentation.
• Monitor project expenditures, account balances, sponsor payments, and budget variances.

Skills

Financial analysis

Customer service

Organizational skills

Communication

Problem solving

Education

High school diploma or equivalent

Five years of accounts transaction experience

Tools

PeopleSoft

myUF Marketplace

UFGO

Job description

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

Classification Title

Fiscal Assistant III

Classification Minimum Requirements

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

Job Description

The position is located in the Department of Medicine, Division of Pulmonary, Critical Care & Sleep Medicine and will assist with the fiscal management and oversight of the Alpha-1 Research Program, Alpha-1 clinical trials, and Alpha-1 laboratory research projects under the direction of Alpha-1 leadership and the Division Administrator. The incumbent will gather and compile report data from grants and budgets; prepare research grant budgets; serve as liaison between sponsors, pharmaceutical companies, research collaborators, and University personnel; and interpret federal, sponsor, and industry regulations and guidelines to ensure all grant requirements are fulfilled. The position assists with the development and submission of new proposals; monitors payments for grants, studies, and clinical trials; determines and maintains program fiscal requirements; and makes budgetary recommendations regarding management of operating budgets. The incumbent maintains internal progress, variance, and financial reports on a monthly and quarterly basis and prepares appropriate justification of expenses as required. This position supervises and monitors program accounts to ensure invoices and expenses are processed timely and accurately while reviewing project balances for errors. The incumbent advises Division leadership regarding grant budgets, overhead allocations, and research-related expenditures. The Fiscal Assistant III facilitates preparation of contract and grant documents, required forms, proposal submissions, and submission materials to University offices. The position also assists with short- and long-range planning for current and future Alpha-1 research initiatives. Additional responsibilities include coordinating Alpha-1 research meetings and conferences, monitoring travel-related expenditures, tracking blanket encumbrances, creating and overseeing purchase orders, assisting faculty and laboratory personnel with purchasing and account-related questions, producing and tracking vouchers, reconciling procurement card transactions, processing study participant payments, and supporting research billing compliance activities

Alpha-1 Research Program Fiscal Management

• Gather and compile financial and budget data from grants, contracts, clinical trials, and research projects.
• Prepare and monitor research budgets and sponsored project accounts.
• Assist with development and submission of grant proposals and research-related fiscal documentation.
• Monitor project expenditures, account balances, sponsor payments, and budget variances.
• Maintain monthly, quarterly, and annual fiscal reports.
• Review project balances and identify discrepancies requiring corrective action.
• Interpret sponsor, federal, and University regulations related to research funding.
• Provide fiscal recommendations and assist with budget planning activities.
• Assist with short- and long-range planning for Alpha-1 research initiatives.

Purchasing & Fiscal Management

• Review and reconcile procurement card transactions.
• Process invoices, vouchers, requisitions, purchase orders, and payment requests.
• Monitor blanket encumbrances and available balances.
• Track expenditures and verify proper account charging.
• Process participant stipends and research subject payments.
• Coordinate purchasing activities for laboratory and clinical trial operations.
• Obtain quotes and process purchases for equipment, supplies, repairs, and services.
• Monitor study payments and sponsor reimbursements.
• Maintain supporting documentation for audits and compliance reviews.
• Research and resolve account transaction discrepancies.
• Support research billing compliance activities.

Travel Administration & Operational Support

• Coordinate travel arrangements and reimbursements for faculty, staff, trainees, visitors, and research personnel.
• Process travel authorizations and expense reports.
• Coordinate meetings, sponsor visits, and research conferences.
• Maintain organized fiscal and administrative records.
• Respond to fiscal and purchasing inquiries from faculty, staff, and research personnel.
• Perform special projects and other duties as assigned.

Expected Salary

$19.23 - $25.29; Commensurate with education and experience

Minimum Qualifications

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

Preferred Qualifications

• Experience with PeopleSoft, myUF Marketplace, UFGO, and other University financial systems.
• Knowledge of University fiscal policies and procedures.
• Experience supporting sponsored research, grants, contracts, and clinical trials.
• Advanced fiscal reconciliation and financial reporting experience.
• Strong Microsoft Excel and financial analysis skills.
• Ability to independently resolve complex account transaction issues.
• Strong organizational, communication, and customer service skills.

Health Assessment Required:

No