General Summary: 

Examples of Duties: 

• Provides overall leadership, direction and advice on budgetary formulation, analysis of and the management and monitoring of budgets of the English Department and MFA Creative Writing budget, monitor budget allocations, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate, revenues are recorded, expenses are within budget limits and/or fiscal practices are followed.
• Analyzes a variety of financial information; provides direction and support in making yearly spending recommendations.

• Oversees general operating procedures and guidelines to ensure the effective administration of all operational aspects of the English Department.
• Serves as departmental liaison with administrative offices and the Dean’s Office with reference to personnel, scheduling and budget.
• Works directly with the Director of Composition on staffing and scheduling all Composition courses as well as with other colleges on campus to determine scheduling needs.
• Works with the ESL Director on student enrollments and staffing, as well as course scheduling, etc.
• Works with the Chair, ESL Director and Composition Director to undergo program assessment.
• Oversees and directs faculty concerning university policies and procedures regarding expenditures and various accounts.

• Participates in departmental planning for all administrative areas, including budget, personnel, outreach, advising, recruitment and space alongside the department chair and Dean’s Office.
• Devises, implements, and oversees systems for personnel cases.
• Works with department chair and committees on scheduling, recruitment, outreach, and advising in line with department’s short and long term goals.
• Serves as departmental liaison for all other departments and units of the University, including the College of Liberal Arts Dean's Office and the Office of the Provost and Academic Affairs.
• Acts as grant manager: Liaises with ORSP and prepares required internal forms, obtains and verifies necessary approvals and develop and maintains tracking systems for grant applications to monitor progress and success internally; Account maintenance: Ensures grants are spent according to budget and in accordance with university institutional and research sponsor policies and practices; generate necessary transactions for spending of awards (ePAFs, requisitions, , journal entries, etc.). Manages account balances throughout the life of the project and ensure that expenses do not exceed revenues.
• Manages sponsored project accounts and startup funds for the English Department; manage all departmental accounts; transfer funds from one account to another and determine which account departmental expenditures such as supplies, equipment, lecturers and student employees are to be charged to.
• Is the main point of contact for department grant accounts and post award issues with ORSP.
• Prepares, delegates and oversees memos, journal entries, disbursement vouchers, corrections and adjustments to accounts.
• Is the property custodian for all IT equipment and Digital Studio Lab.
• Is involved in all phases of departmental planning for physical facilities.
• Oversees the MFA and MA student funding related to student assistantships.
• Supervises faculty RTF subaccounts, and endowment resources.
• Prepares budget planning and financial reports for college assistant deans as requested.
• Establishes and supervises the process for tracking faculty PIA grants; FSU funds, RES funds; startup accounts, etc.
• Analyzes a variety of financial information from various sources of funds and provide direction and support in making yearly spending recommendations, maximizing use of funds and/or ensuring overall operations are within budget; ensure suitable internal controls and maintain financial records.
• Completes, processes, and submits personnel action and additional compensation forms for all faculty and staff within the department.
• Serves on various staff search committees and make recommendations for hire with the Chair.
• Provides oversight of the Associate Chair with academic year schedule of courses, including entering schedules into PeopleSoft software.
• Acts as archival custodian to department files.
• Interviews, hires, and assigns specific duties to college work-study student employees.
• Supervises work performed by graduate program coordinator, part-time administrative assistant and work study students and monitor time and attendance; monitor time and attendance for the MA & MFA Programs’ coordinators; coordinate coverage for the office at all times; monitor performance and communicate directives to staff; along with the Chair, completes performance review for Graduate Program Coordinators and Administrative Assistant(s).
• Works closely with English graduate programs. Advises as to department, college, and university policies and procedures.
• Oversees and assigns administrative tasks to Graduate Program Coordinator as needed.
• Facilitates all benefited job searches and hires using the PageUp portal.
• Generates ePAFs to hire and re-hire non-benefited employees as requested. Works with Student Employment Services to post jobs and hire student employees.
   
• Attends monthly A&F meetings; Stays up-to-date on all University and UPST policies and procedures to ensure that the unit’s administrative operations are in compliance.
• Using BuyWays, creates purchase orders, and invites suppliers to register as necessary. Sends invoices for payment and assure all invoices are paid.
• Generates and processes travel expense reports for faculty, staff, and graduate students.
• Serves as main Bank Card holder and administrator for the English Department following all university policies and procedures and overseeing approvals for administrative staff. Reviews, approves, and signs-off on all monthly Bank Card statements for all users; approve increase of Bank Card purchase limits for designated staff; approve all departmental purchase orders and oversee all Bank Card expenses for all users; reconcile all Bank Card expenses for all users on a monthly basis.
• Provides direct supervision over administrative support staff.
• Performs other duties as assigned.

Qualifications: 

• Proficiency with Microsoft Office Suite, as well as financial accounting systems.
• Extensive knowledge and skill using and reporting from an enterprise-wide management and administration system, e.g., PeopleSoft. Concur.
• Knowledge and application of university policies and procedures. 
• Demonstrated ability to work under pressure and to deal concurrently with numerous projects all with competing deadlines.
• Knowledge of and demonstrated experience in the management of payroll and project budgets.
• Demonstrated ability to perform work with a high degree of professionalism, initiative, and independence in supporting the Gerontology Institute and Department.
• Ability to establish and maintain professional working relationships with colleagues, departmental staff, and key organizational units.
• Ability to act with discretion and judgement and maintenance of confidentiality.
• Ability to explain financial concepts to non-financial audiences.
• Strong attention to detail and accuracy.
• Strong analytical and creative problem-solving skills.
• Strong oral and written communications skills.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade: 33              

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.