Inside Higher Ed
Business Admin Specialist III
Job No:
538271 Work Type:
Full Time Location:
Main Campus (Gainesville, FL)
Classification Title:
Business Admin Specialist III Minimum Requirements:
High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Job Description UF Budget Preparation, Monitoring, and Billing Responsibilities: Prepares comprehensive budget proposals for our UF funding allocations, including detailed spending plans that align with strategic priorities and operational needs. Develops cash flow projections to ensure continuity of funding throughout the fiscal year and proactively identifies potential shortfalls or surpluses. Monitors budget execution throughout the year, ensuring expenditures align with approved plans and adjusting forecasts as needed. Additionally, assists in the creation and management of Memorandum of Understanding (MOUs) related to UF funding and interdepartmental agreements. This includes drafting and reviewing MOU documents, coordinating with stakeholders to ensure clarity and compliance, tracking agreement timelines, and maintaining accurate records. This role is responsible for serving as the primary invoice processor for all University of Florida billing activities, including auxiliary accounts. The position ensures invoices are accurately reviewed, validated, and entered into the tracking system while maintaining compliance with UF policies and state regulations. Financial Data, Reconciliation, and Reporting: Reviews budgets to ensure financial transactions align with projections. Acts as a Tier 2 reviewer for monthly account reconciliations and prepares monthly budget-to-actual expenditure reports. Serves as a resource for financial reporting, policies, and procedures. Investigates operational discrepancies and implements timely solutions. Human Resources Coordination: Serves as the primary contact for all HR-related processes within the unit. Coordinates personnel actions including postings, hiring, retirements, terminations, reclassifications, and onboarding/offboarding. Provides guidance to supervisors on recruitment, time and labor, position updates, special pay increases, and leave cash-outs. Acts as liaison to the VPHA for all HR transactions. Payroll Monitoring and Distribution: Prepares payroll budgets and distribution tables for the annual budget cycle. Monitors biweekly payroll runs, conducts final paylist reviews, and ensures compliance with university policies and funding guidelines. Coordinates with supervisors to ensure timely approval of time and leave entries. Adjusts payroll distributions as needed to reflect changes in funding sources, employee assignments, or organizational structure. Manages payroll setup for new hires and ensures proper allocation across multiple funding streams. Team building and Staff Engagement: Leads the planning and coordination of all team building functions and morale-boosting activities for the Finance and Administration office. This includes organizing events, celebrations, and initiatives that foster a positive, inclusive, and collaborative work environment. The role ensures that activities align with organizational values and contribute to employee engagement, retention, and overall workplace satisfaction. Ad Hoc Financial Support: Responds to non-routine and confidential queries from leadership and staff, often requiring the compilation and analysis of financial and personnel data. Utilizes tools such as PeopleSoft Enterprise Reporting and pivot tables to generate insights and recommendations on financial/administrative matters.
Qualifications Required:
High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or vocational/technical training may substitute an equivalent rate for the required experience.
Preferred:
Strong critical thinking and analytical skills, with the ability to assess complex situations and develop effective solutions, which may or may not entail broader systematic improvements.
Knowledge of myUFL systems and UF subsystems, particularly as they relate to human resources, payroll, travel, fiscal operations, account reconciliations, and monthly budget reporting.
Demonstrated commitment to providing exceptional customer service in all interactions.
Professional demeanor reflected in communication, conduct, and appearance; excellent verbal and written communication skills with the ability to manage multiple priorities in a fast-paced environment.
Advanced expertise in Microsoft Excel and Access, including PivotTables and LOOKUPs, data sorting and filtering, queries and reports, and complex formulas.
Strong interpersonal skills with the ability to work collaboratively in a team-oriented environment.
Self-motivated with sound judgment and decision-making capabilities.
Ability to work independently with a high level of accuracy, attention to detail, and effective problem-solving skills.
Thorough understanding of university, state, and federal regulations related to fiscal, budgetary, and human resources operations.
Demonstrated experience in team-building by organizing and coordinating staff-wide events, retreats, and other collaborative meetings, with proven results in employee retention, satisfaction and engagement.
Demonstrated accountability, responsibility and capability to manage large projects and operations, able to clearly communicate at any time status updates in progress and completion, including obstacles, solutions, milestones and timelines.
Knowledge of UF Health IT financial and human resources functions and internal policies.
Salary $65,000
Additional Information Level II background check required. Health Assessment Required: No Applications Close: 26 December 2025
Our Commitment The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Application To apply, visit https://explore.jobs.ufl.edu/en-us/job/538271
#J-18808-Ljbffr
538271 Work Type:
Full Time Location:
Main Campus (Gainesville, FL)
Classification Title:
Business Admin Specialist III Minimum Requirements:
High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Job Description UF Budget Preparation, Monitoring, and Billing Responsibilities: Prepares comprehensive budget proposals for our UF funding allocations, including detailed spending plans that align with strategic priorities and operational needs. Develops cash flow projections to ensure continuity of funding throughout the fiscal year and proactively identifies potential shortfalls or surpluses. Monitors budget execution throughout the year, ensuring expenditures align with approved plans and adjusting forecasts as needed. Additionally, assists in the creation and management of Memorandum of Understanding (MOUs) related to UF funding and interdepartmental agreements. This includes drafting and reviewing MOU documents, coordinating with stakeholders to ensure clarity and compliance, tracking agreement timelines, and maintaining accurate records. This role is responsible for serving as the primary invoice processor for all University of Florida billing activities, including auxiliary accounts. The position ensures invoices are accurately reviewed, validated, and entered into the tracking system while maintaining compliance with UF policies and state regulations. Financial Data, Reconciliation, and Reporting: Reviews budgets to ensure financial transactions align with projections. Acts as a Tier 2 reviewer for monthly account reconciliations and prepares monthly budget-to-actual expenditure reports. Serves as a resource for financial reporting, policies, and procedures. Investigates operational discrepancies and implements timely solutions. Human Resources Coordination: Serves as the primary contact for all HR-related processes within the unit. Coordinates personnel actions including postings, hiring, retirements, terminations, reclassifications, and onboarding/offboarding. Provides guidance to supervisors on recruitment, time and labor, position updates, special pay increases, and leave cash-outs. Acts as liaison to the VPHA for all HR transactions. Payroll Monitoring and Distribution: Prepares payroll budgets and distribution tables for the annual budget cycle. Monitors biweekly payroll runs, conducts final paylist reviews, and ensures compliance with university policies and funding guidelines. Coordinates with supervisors to ensure timely approval of time and leave entries. Adjusts payroll distributions as needed to reflect changes in funding sources, employee assignments, or organizational structure. Manages payroll setup for new hires and ensures proper allocation across multiple funding streams. Team building and Staff Engagement: Leads the planning and coordination of all team building functions and morale-boosting activities for the Finance and Administration office. This includes organizing events, celebrations, and initiatives that foster a positive, inclusive, and collaborative work environment. The role ensures that activities align with organizational values and contribute to employee engagement, retention, and overall workplace satisfaction. Ad Hoc Financial Support: Responds to non-routine and confidential queries from leadership and staff, often requiring the compilation and analysis of financial and personnel data. Utilizes tools such as PeopleSoft Enterprise Reporting and pivot tables to generate insights and recommendations on financial/administrative matters.
Qualifications Required:
High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or vocational/technical training may substitute an equivalent rate for the required experience.
Preferred:
Strong critical thinking and analytical skills, with the ability to assess complex situations and develop effective solutions, which may or may not entail broader systematic improvements.
Knowledge of myUFL systems and UF subsystems, particularly as they relate to human resources, payroll, travel, fiscal operations, account reconciliations, and monthly budget reporting.
Demonstrated commitment to providing exceptional customer service in all interactions.
Professional demeanor reflected in communication, conduct, and appearance; excellent verbal and written communication skills with the ability to manage multiple priorities in a fast-paced environment.
Advanced expertise in Microsoft Excel and Access, including PivotTables and LOOKUPs, data sorting and filtering, queries and reports, and complex formulas.
Strong interpersonal skills with the ability to work collaboratively in a team-oriented environment.
Self-motivated with sound judgment and decision-making capabilities.
Ability to work independently with a high level of accuracy, attention to detail, and effective problem-solving skills.
Thorough understanding of university, state, and federal regulations related to fiscal, budgetary, and human resources operations.
Demonstrated experience in team-building by organizing and coordinating staff-wide events, retreats, and other collaborative meetings, with proven results in employee retention, satisfaction and engagement.
Demonstrated accountability, responsibility and capability to manage large projects and operations, able to clearly communicate at any time status updates in progress and completion, including obstacles, solutions, milestones and timelines.
Knowledge of UF Health IT financial and human resources functions and internal policies.
Salary $65,000
Additional Information Level II background check required. Health Assessment Required: No Applications Close: 26 December 2025
Our Commitment The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Application To apply, visit https://explore.jobs.ufl.edu/en-us/job/538271
#J-18808-Ljbffr