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Position Summary:
Florida Atlantic University is seeking an Assistant Director for Administration and Fiscal Management - Boca Raton, FL.
We are looking for a highly organized and proactive Assistant Director for Administration and Fiscal Management to support the department's administrative, financial, and research operations. This key leadership position manages office functions, oversees budgeting and fiscal activity across multiple funding sources, and partners closely with faculty and university offices to support department priorities and sponsored research.
Summary of Responsibilities:
Administration:
Report to the Department Chair and function as the Department Administrative Manager.
Organize and coordinate office administration procedures; supervise office staff and student workers.
Assist the Department Chair with tasks related to assignments and activity reports, ensuring accurate data management and timely submissions.
Manage the hiring process for students, OPS, postdocs, and adjuncts, from job posting to onboarding, including preparing offer letters and requesting background checks.
Assist faculty with promotion & tenure processes.
Provide support as needed for research and administrative services, including processing GRA/GTA tuition exemptions and leading GRA orientation each semester.
Act as timekeeping administrator for all department employees.
Serve as a backup for the Coordinator for Research and Administrative Services whenever needed.
Initiate communication with vendors, evaluate their qualifications to supply goods and services, and negotiate terms of purchase orders.
Respond to reports or data requests from the chair for the dean or external questionnaires.
Fiscal Management:
Manage budgeting, forecasting, fiscal tracking, and reconciliation of monthly department-ledgers for all accounts (GTAID, Auxiliary, Foundation, Tech Fee, Carry Forward).
Prepare and approve financial transactions, including department travel, supplier invoices, P-card purchases, expense reports, and budget amendments.
Process expenditures on auxiliary, grant, foundation accounts, tech fees, overhead, scholarships, lab fees, carry forward, and other accounts.
Oversee faculty summer appointments, both instructional and grant-funded.
Provide the Department Chair with a financial report of all department accounts at the beginning of each month.
Assist with financial management for department events and renovations.
Research & Sponsored Programs Support:
Assist faculty with the development of grant and contract budgets, ensuring alignment with sponsor guidelines and university policies.
Support proposal preparation and routing by entering and maintaining grant submissions in Novelution and related university systems.
Coordinate with faculty, the Division of Research, and college administration to monitor proposals and awards from pre-award submission through post-award setup.
Track awarded projects to ensure timely account setup, monitor budget activity, and assist with administrative compliance throughout the award lifecycle.
Establish and monitor cost share commitments and associated accounts, as applicable, in coordination with the Division of Research and college leadership.
FAU Benefits and Perks
If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks ! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:
Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
State retirement options including tax-deferred annuities and Roth 403(b) plans.
State employees Public Service Loan Forgiveness (PSLF) (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) program.
Sick Leave Pool Program.
Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President's discretion).
Paid Community Engagement Volunteer Service Day (https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf)
Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).
For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php
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Minimum Qualifications:
Master's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience; or a bachelor's degree from an accredited institution in an appropriate area of specialization and four years of appropriate experience required.
Preferred Qualifications/Skills:
Bachelor's degree and two or more years of experience in administrative, financial, or operational support, preferably in a higher-education or research environment.
Demonstrated experience with budget monitoring, account reconciliation, or financial transactions across multiple funding sources.
Experience supporting HR functions, including hiring, onboarding, timekeeping, and personnel actions for faculty, staff, and student employees.
Familiarity with grants and contracts administration, including coordinating pre-award or post-award activities, tracking expenditures, and ensuring compliance with institutional and sponsor requirements.
Proficiency with enterprise systems (e.g., Workday, financial systems, HR platforms) and strong Microsoft Office skills, particularly Excel.
Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and work independently in a small-department setting.
Excellent written and verbal communication skills and the ability to work effectively with faculty, staff, students, and central administrative offices.
Salary:
$60,000 - $65,000 per year.
Exempt Administrative, Managerial, Professional (AMP)
College or Department:
COECS: Civil, Environmental & Geomatics Engineering
Location:
Boca Raton
Work Days and Hours:
Monday - Friday, 8 a.m. - 5 p.m.
Application Deadline:
2026-01-21
Special Instructions to Applicant:
APPLICATION DOCUMENTS REQUIRED:
Resume
Cover letter
OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.
PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.
REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at 561-297-3004 or send an email at accommodate@fau.edu. To contact Human Resources, please call 561-297-3057. For communication assistance call 7-1-1.
Florida Atlantic University is where your future begins.
With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, Florida Atlantic University is pushing the boundaries of higher education. At FAU, the faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art and technology in all disciplines. Student success, excellence and community engagement are some of our highest values as a university. These values are prominent throughout FAU's community and are essential to the employee experience. FAU is committed to the principles of engaged teaching, research and service, and reflects this commitment as a key Platform in its 2015 - 2025 Strategic Plan. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes. All persons aspiring to achieve excellence in the practice of these principles are encouraged to apply.
To learn more about the vision and mission of FAU, please visit: www.fau.edu
In order to be considered for a position, you must apply through this job website. For more information on how to apply for a position, please review the applicable Applicant Tutorial (http://fau.edu/jobs/applicant-resources/) . To contact Recruitment Services, send an e-mail to jobs@fau.edu.
Florida Atlantic University is an equal access/equal opportunity employer that complies with all applicable federal and state laws regarding nondiscrimination. If you require an accommodation to participate in any part of the recruitment process, please contact Florida Atlantic's Office of Civil Rights and Title IX at 561-297-3004 or send an email to accomodate@fau.edu. To contact Human Resources, please call 561-297-3057 or email jobs@fau.edu. For communications assistance, call 7-1-1.
Clery Act Information (https://www.fau.edu/police/clery.php)
Consumer Information
Visit Florida Atlantic's Consumer Information (https://www.fau.edu/finaid/resources/other-resources/#consumer-info) page for more information about financial aid, its campus, facilities, student athletes, campus security, fire safety, as well as preventing drug and alcohol abuse. Paper copies are available upon request by contacting the Office of Student Financial Aid.
Florida Statute 1010.35 - Screening Foreign Researchers
Pursuant to Florida law, any applicant or student seeking employment in a research or research-related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant's 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS-160 (Online Nonimmigrant Visa Application).
Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.
Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.
