Department of Industrial and Systems Engineering, University of Florida

Coordinator, Administrative Services 3

Under authority delegated by the Department Chair, this position is responsible for managing and/or coordinating the financial, business and administrative operations of the Department of Industrial and Systems Engineering. This position is responsible for the overall departmental processes relating to personnel, payroll, purchasing, research proposal and award administration and other related administrative functions.

Position serves as liaison for the Industrial and Systems Engineering Department with representatives of the College of Engineering and other University of Florida academic and administrative areas pertaining to fiscal, personnel and other administrative matters. Serves as Department Fiscal Officer and regularly attends College of Engineering Fiscal Officer meetings as well as other meetings associated with College of Engineering activities.

Compiles cost data and other information for the preparation and execution of the annual departmental academic and summer budgets. Maintains department information relating to budgetary resources and commitments, prepares statistical and financial reports, as required. Financial reports include, but not limited to: 1) Itemized analysis of previous year’s spending; 2) Cost commitments for coming year for faculty, staff, expense and equipment; 3) Current contract and grant fund availability; 4) Contract and grant projected new awards/funding.

Responsible for budgetary and statutory compliance for all departmental fiscal activities: Review payroll reports for accuracy and reconcile salary expenditures for all sources of funds. Approve purchase orders and cost transfers. Audit expense reports and OCO expenditures.

Responsible for finalizing and submission of research proposals for ISE faculty.
1) Develop budgets, prepare and assemble proposals and route through the appropriate COE/UF office to ensure funding agency deadlines are met. 2) Serves as liaison between principal investigator and the COE Office of Engineering Research and Contracts and Grants Accounting. 3) Monitor for appropriate expenditures, compliance of reporting requirements and cost sharing, as required.

Responsible for ensuring all personnel actions for faculty, staff, graduate assistants, student assistants and OPS Temporary appointments are processed accurately and in a timely manner. Supervises Office Assistant responsible for processing personnel/payroll actions. Assists Department Chair in finalizing semester faculty assignment reports and letters of appointments for graduate assistants. Ensures graduate assistant evaluations are completed in a timely manner. Reviews employee leave reports.

Responsible for preparation and/or completion of various reports, analyses, collection of data as requested by the Department Chair. Examples: Space Allocation (annual); Effort Reports (each semester).

Miscellaneous other tasks that may be assigned to meet the administrative needs of the department.