Administrative Specialist I

Apply now Job no: 532955
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:16860000 - LS-LANGUAGE LITERATURE&CULTURE

Classification Title:

Administrative Specialist I
Job Description:

Fiscal & HR Administration

  • Budget Management: Assist in managing the departmental budget, including tracking special allocations and coordinating with the CLAS Shared Services Center (SSC) for payroll distribution. Reconcile budgets based on UF guidelines and ensure charges are correctly applied to the appropriate chartfields.
  • Payroll & HR Support: Review preliminary and final payroll reports, submit payroll and HR tickets to SSC, and handle retroactive payroll distribution requests. Manage graduate assistant and adjunct appointments, monitor temporary hires, and ensure compliance with HR ticket submission deadlines.
  • PCard & Financial Transactions: Verify PCard charges and submit approval requests to SSC. Use the departmental PCard to assist with travel arrangements and process invoices through SSC.
  • Graduate Support: Create and manage graduate tuition waivers, and assist students with related issues before escalating to SSC.

Academic Administration

  • Course Scheduling & Enrollment: Assist with preparing course schedules, maintaining student records, and managing the drop/add process. Ensure timely submission of grades and assist with course and enrollment management.
  • Graduate Program Coordination: Review graduate admissions applications, communicate with applicants, and coordinate the submission of application materials. Oversee textbook adoptions and course material preparation.
  • Student & Faculty Support: Assist students with enrollment and academic processes, provide administrative support to faculty, and manage academic record archives in compliance with UF retention policies.

General Administrative Duties

  • Office Management: Serve as the department's primary contact, manage incoming and outgoing correspondence, and oversee departmental room scheduling. Assist with travel arrangements and faculty-related administrative duties for the Chair.
  • Event Coordination & Support: Assist in planning and coordinating departmental events and receptions. Manage departmental assets, inventory, and space allocation, and handle departmental work orders.
Expected Salary:

$20.00 - $23.50 per hour, commensurate with qualifications and experience.
Minimum Requirements:

Bachelor’s degree; or an equivalent combination of education and relevant experience.
Preferred Qualifications:
  • Experience with UF systems such as PeopleSoft, myUFL Market, UF GO, and relevant financial software.
  • Strong written and verbal communication skills.
  • Experience in administrative support within an academic department.
  • Knowledge of UF policies, procedures, and regulations related to HR and fiscal administration.
  • Organizational skills with the ability to manage multiple priorities.
  • Event planning and coordination experience.
  • Ability to work independently with minimal supervision.
  • Commitment to providing excellent customer service.
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three (3) professional references.

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

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information
Health Assessment Required: No.

 

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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