MGR, Administrative Services in Worcester

Classification Minimum Requirements: Bachelor's degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

This position manages multiple aspects of administration and/or functions, including human resources, financial, and other administrative services essential to the college, division, office, or unit. Manages and oversees staff in the daily operation of an assigned area. The primary focus of this role is administrative operations. The finance & grant administrator provides strategic leadership and operational oversight for the Whitney Laboratory’s financial management, grants administration, and human resources. This position ensures financial integrity, regulatory compliance, and long‑term sustainability as the Laboratory expands its research portfolio, workforce, and operational complexity.

The role manages the grants administration team, the financial operations team, and HR personnel, serving as the Laboratory’s primary point of contact for sponsored research administration. This position collaborates closely with the Director and senior leadership to guide strategic planning, resource allocation, policy development, and workforce planning across all administrative domains.

• Lead annual budget development and long‑range financial planning for all units and programs.
• Oversee financial monitoring, forecasting, reporting, and cash‑flow management.
• Direct indirect cost recovery strategies and analysis to support institutional sustainability.
• Conduct workforce and compensation planning in collaboration with HR and leadership.
• Supervise daily financial operations including purchasing, PCard reconciliation, state reporting, and procurement workflows.
• Lead the transition and process optimization associated with Workday, ensuring smooth adoption across units.
• Manage all non‑sponsored and discretionary accounts, ensuring accuracy and compliance.
• Guide the workforce planning and compensation processes in collaboration with HR and senior leadership.
• Lead process optimization and change management related to Workday and other financial systems.

• Manage and supervise the grants administration team, providing guidance on pre‑award and post‑award processes.
• Serve as the Laboratory’s primary sponsored programs contact for internal and external stakeholders.
• Oversee all proposal submissions to ensure accuracy, compliance, and timely routing to UF’s Division of Sponsored Programs.
• Provide financial modeling and budget development for large, multi‑investigator, and complex grant initiatives.
• Oversee service agreements and fee‑for‑use cost structures.
• Ensure compliance with UF, state, and federal regulations governing sponsored projects.
• Ensure adherence to university financial, HR, and research administration policies.
• Coordinate internal and external audits, risk assessments, and corrective action plans.
• Monitor operational processes and initiate continuous quality improvement efforts.
• Analyze operational issues and implement resolutions that enhance efficiency and service quality.

• Oversee hiring, appointments, reclassifications, visas, and employee onboarding.
• Ensure HR policy compliance, coordinate employee relations support, and manage training needs.
• Maintain effective workforce tracking, planning, and process improvement systems.
• Foster an inclusive, supportive work environment free from discrimination and harassment.
• Monitor the work environment and report any potential violations to senior leadership in a timely and appropriate manner.

• Manage professionals and support staff across multiple administrative units, including finance, HR, grants, and office operations.
• Design, plan, and implement administrative strategies and processes to support the Laboratory’s research and operational mission.
• Plan and coordinate departmental activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.
• Establish operational goals and objectives that align with the Laboratory’s strategic and scientific priorities.
• Identify, evaluate, and solve complex issues related to the management and performance of a large administrative office.
• Resolve escalated operational or personnel problems referred by subordinate supervisors or staff.
• Advise faculty, staff, and administrators on University policies, procedures, and best practices.
• Serve as a liaison between higher administration and employees, interpreting policies, addressing questions, and resolving work‑related issues.
• Update and propose improvements to administrative processes and workflows to enhance service quality and operational efficiency.

Expected Salary: Salary commensurate with experience and education.

• Bachelor's degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

• 5+ years of progressive financial management experience, including responsibility for budgeting, forecasting, and financial reporting.
• Demonstrated experience leading or mentoring finance/accounting staff.
• Advanced proficiency in financial analysis, variance analysis, and strategic financial planning.
• Advanced Excel and financial modeling skills.
• Proven ability to partner with senior leadership to support business strategy and decision‑making.
• Excellent written and verbal communication skills, with the ability to present complex financial data clearly.
• High attention to detail with the ability to manage multiple priorities in a fast‑paced environment.
• Demonstrated experience managing grants, including budget development, allowable cost analysis, tracking expenditures, and financial reporting.
• Knowledge of grant compliance requirements (e.g., federal, state, or private grants).
• Detail‑oriented with the ability to manage multiple funding sources and deadlines simultaneously.
• 2-3 years use of online grant submission tools including Research.gov, Ufirst, My Investigator, Peoplesoft or other comparable grant submission systems.
• Understanding of federal research grant systems, and University of Florida Policies related to sponsored projects.
• Competent in reporting systems. UF experience is preferred.
• Experience in Pre-and Post award management.