Administrative Specialist I

Apply now Job no: 501430
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical
Department:26020100 - HH-TRSM-ADMINISTRATION

Classification Title:

Administrative Specialist I

Job Description:

Fiscal Responsibilities:

Assists department chairperson in maintaining department-operating budget (Salary and Other), including all record keeping and monthly reconciliation with departmental ledgers. Assists chairperson with budget updates and projections, analyzes past expenditures and provides input for preparing future budget requests. 

Orders supplies and equipment necessary for department operations. Researches purchases based on established guidelines and current budgetary status. Prepares and monitors purchase requisitions, interacts with on/off-campus vendors, verifies receipt of materials from vendors.  Processes purchase orders, pcard purchases, and invoices. Approves travel, purchase card transactions, purchasing requisitions and payroll in PeopleSoft. Ensures compliance of university requirements and regulations.

Coordinates budget/expenditure reviews with the Dean's budget staff, utilizing various spreadsheets and PeopleSoft reports to ensure budget compliance. Reconciles Department and Carry Forward accounts. Assists chairperson in maintaining budget for department's UF Foundation account.    Requires knowledge of UF Foundation procedures and policies. Communicates and coordinates fiscal duties with department staff.

Personnel/HR Responsibilities:

Assists chairperson in interviewing applicants for secretaries, student assistants and temporary OPS positions. Provides hiring recommendations to department chair and trains and/or recommends available training courses to personnel. Supervises administrative staff, OPS, and student assistants. Ensures staff duties and responsibilities are processed in a timely manner and in accordance with guidelines; evaluates job performance and completes annual employee appraisals. 

Supervises and ensures completion of on-line entry of semester and yearly reports (Faculty Activity Report, Instructor Workload Report, Effort Tracking Report, and annual Indirect Cost Space Allocation Report). Ensures that graduate assistant appointments and waivers are processed in an accurate and timely manner. Coordinates with chairperson regarding tuition waivers and creation and maintenance of spreadsheets listing graduate assistants stipend and tuition waiver totals and projections for future semesters.

Responsible for faculty search processes including inputting requisitions online, advertisement submissions, completion of equal employment opportunity forms (if applicable), available for search committee meetings and taking minutes, completes hiring processes. Completes and processes any international documents. Ensures that new faculty are directed to the appropriate offices for benefits enrollment and other new hire orientations or meetings. Maintains department salary spreadsheets.

Inputs job actions in ePaf for all faculty permanent, visiting, adjunct, courtesy, staff, graduate assistants, temporary OPS and student assistants.  Completes sign-up materials for new personnel and maintains personnel files for each faculty/employee. 

Processes Workers Compensation forms and FMLA forms.

Responsible for on-line distributions, payroll verifications/approvals, time and leave approval, review of paylists, and central leave verification. 

Departmental Duties:

Ensures departmental compliance with rules, regulations and policies.  Advises department chairperson as to current University procedures and provides information for the resolution of problems. Attends college and university meetings to obtain information on current procedures, rules and regulations; reviews and maintains this information. Serves as department liaison to the Dean's Office, other university offices, students, and the public.

Compiles and analyzes data for administrative decisions and assists the chairperson with the preparation of various reports. 

Responsible for coordinating outside vendors as appropriate to maintain offices and keep equipment in working order.

Assists faculty in preparation of Annual Performance Report for annual review. Aids chairperson in timely preparation of Faculty Evaluations.

Collects confidential materials used in tenure and promotion considerations, ensures proper procedures for these are followed, assists faculty in preparation of packets for submission. This requires understanding of procedures and regulations of the tenure and promotion process.

Advertised Salary:

$56,000 - $60,000

Minimum Requirements:

Bachelor's degree; or an equivalent combination of education and relevant experience.

Preferred Qualifications:

Must possess critical thinking skills,  analytical and problem-solving skills, including researching and analyzing complex data to develop accurate reports. Must understand and practice excellent customer service. Must possess a professional attitude which is conveyed in all interactions, communications and appearance. Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments. Must be able to work well in a team environment. Must take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet deadlines.

Must be self-motivated and capable of working independently. Must possess strong people and team management skills. Previous supervisory experience preferred. Experience with MYUFL, Microsoft Office programs, fund accounting and/or Human Resource Services. Must have knowledge of and experience with university and state regulations regarding human resources, fiscal and budget matters, and grants administration.

Special Instructions to Applicants:

This position is open to current UF employees only.

To be considered for this position, please upload a resume, cover letter, and list of three references.

Health Assessment Required: No

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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