Administrative Spec I

Apply now Job no: 505900
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Clerical
Department:18050000 - ED-STL SCHL-TEACH / LEARN

Classification Title:

Administrative Spec I

Job Description:

Develop, prepare, and provide justification for annual operating budget, including personnel and non-personnel expenditures.  Monitor departmental expenditures including salary, other personnel services, expenses, operating capital, and tuition waivers.  Maintain financial records for unit, providing reports to Director and College, while calculating projected budgetary needs.  Reconcile monthly departmental ledgers.  Approve fiscal transactions including purchase requisitions, PCard purchases, travel, and material and supply fee expenditures. 

Coordinate personnel/payroll processes for the unit which includes appointments for graduate assistants, adjunct faculty, OPS hourly employees, and student assistants.  Prepare graduate assistant offer letters and semester contracts.  Input letter of appointment/tuition waivers in myUFL, monitoring graduate student GPA and enrollment to ensure successful payment.  Approve time and labor.  Verify accuracy of biweekly paylist, communicating directly with payroll to resolve any issues.   Review biweekly payroll cost distribution report, updating department budget table as necessary to ensure employees are distributed and paid from the correct funding source.  Assist faculty members with online promotion and tenure process, special pay plan (SPP) submission, and faculty sustained performance evaluations (SPE).  Monitor signature/return of annual faculty review letters.  Initiate and track completion of annual non-tenure-track faculty renewal letters.

Gather data and input semester faculty assignment reports (FARs).  Review instructor workload information for accuracy, comparing to semester FARs.  Coordinate completion of semester effort reports, providing assistance to faculty as requested.  Collect data relating to department space and facility utilization and then complete the annual Space Allocation Report.  

Supervise two administrative staff, monitoring workload, and assigning duties and tasks as necessary.  Coordinate requests from faculty to ensure tasks are completed timely and accurately.  Lead the team in interviewing prospective support staff and student employees.  Prepare annual staff evaluations, which may include the development and supervision of performance improvement plans.  Review and update staff position descriptions on an annual basis.

Serve as Identity Management Coordinator for unit, obtaining UFID numbers as needed.  Provide authorization for members of school to obtain a GatorOne Identification card.  Maintain valid Notary Public commission and provide notary services for the unit.  Obtain and distribute temporary parking passes for visitors to the department, updating log as required by UF Transportation and Parking.  Monitor completion of Annual Property Inventory.  Collaborate with Director in assigning departmental office space.  Distribute keys to students, faculty, and staff, maintaining an adequate number of keys in inventory and logging relevant activity.

Other duties as requested by faculty or School Director.

Advertised Salary:

Salary is negotiable and commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:

Excellent computer skills. 

Knowledge of PeopleSoft and UF procedures and regulations for personnel appointments, academic reporting and fiscal management. 

Ability to work in an academic environment with good interpersonal skills. 

Excellent oral and written communication skills and organizational skills. 

Supervisory skills with ability to prioritize multiple tasks, work with frequent interruptions, and ability to pace the work to meet deadlines.

Special Instructions to Applicants:

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No


Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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