Administrative Spec II

The Administrative Specialist manages and implements administrative functions of the Department. Completes special assignments, compiles confidential information and prepares reports utilizing this information as required by the Chair and College Administration; Coordinates and prepares Department reports required by various administrative units of the University, including Faculty Assignment Reports, Effort Certification, Academic Activities Reporting, space reports, etc. Prepares rough drafts of correspondence, announcements, meeting minutes, etc. for the Chair; disseminates information to department faulty / staff as appropriate. Maintains current information on University policies and procedures, advises faculty and staff on appropriate Departmental, College, University, State and Federal regulations and ensures compliance.

Monitors administrative budgets on a regular basis and coordinates budget preparation with the college’s Financial Services Office and Department Chair. Interfaces with College accountants to establish and monitor the Departmental budget. Has primary responsibility for gathering necessary information, i.e., teaching and administrative budgetary needs. Reviews expenditures and requests budget transfers for OPS salary and OE (operating expenditures). Regularly monitors and reconciles monthly department general revenue, block salary accounts, as well as salary savings, IDC and department Royalty accounts. Executes payroll distribution on various accounts, including grants and contracts, and reviews payroll lists biweekly. Oversees the departmental procurement program. Provides advice to the Department and Faculty to ensure compliance with University and Federal Cost Accounting principles and guidelines for expenditure of grant and contract funds, both federal and private. Facilitates the monitoring of grant and contract expenditures and assists with reconciliation of expenditures to meet needs of the faculty in these activities. Assists faculty with forecasting personnel costs and effort on funded research.

Coordinates secretarial/clerical personnel and work load in the Department administrative office, establishing priorities and deadlines to support administrative activities, directives of the Chair, and needs of the faculty regarding their teaching, research and service responsibilities; oversees implementation of teaching evaluation procedures for both professional and graduate courses taught by the Department faculty; oversees the peer-review evaluation process for faculty teaching; oversees preparation of all U.S. Citizenship and Immigration Services requests for J visas, including short and long term scholars, exchange visitors and student interns. Oversees planning and coordination of departmental meetings and seminars; ensures appropriate notices/invitations are created, distributed and posted as needed.

Supervises and coordinates personnel actions including personnel recruitment, requests for offer letters, appointments, and salary distribution changes for faculty, postdoctoral associates, graduate assistants, USPS/TEAMS employees and OPS staff. Works with CVM HR office to ensure HR policies are up-to-date and disseminate information to faculty, staff and students. Coordinates tuition payments for graduate assistants. Coordinates and implements faculty appointments on grants in consultation with the Chair and in compliance with UF’s Cost Principles, Cost Accounting Standards and CAS Exemptions and the OMB Uniform Guidance, and in support of the salary recovery program in the Department. Advises and implements administrative actions needed to support faculty and staff; oversees and provides support to faculty members and the Chair for Promotion and Tenure, Post Tenure Review, and Mid-Term Review. Assists the chair in interactions with Employee Relations as appropriate. The Administrative Specialist provides quality control review to be sure that documents are complete, error free and in order prior to upload to the On-line Promotion and Tenure system.

Responsible for maintaining an updated Departmental internet presence, including public pages under department control as well as Departmental content on the College intranet site that includes current policies and lists, and conducting internet surveys needed for anonymous faculty votes. Assists faculty with the use of these sites as needed for teaching and informational purposes.

$55,000 - $65,000

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

• Ability to establish and maintain effective working relationships with others and maintain confidentiality;
• Ability to work independently, meet deadlines and make decisions;
• Ability to effectively communicate verbally and in writing;
• Knowledge of University, HSC, IFAS, and CVM regulations and policies;
• Ability to collect, evaluate, and analyze data;
• Ability to prepare correspondence and administrative reports;
• Strong fiscal and grants background;
• Ability to coordinate assignments and manage personnel;
• Knowledge of administrative principles and practices;
• Knowledge of, and familiarity with, personnel, payroll, immigration procedures and forms, contract and grants, and professional and graduate education;
• Knowledge of, and ability to use, computer applications such as Microsoft Word, Excel, Publisher, PowerPoint; Adobe Acrobat, Photoshop, In Design and PageMaker; WordPress

In order to be considered, you must upload your cover letter, list of references, and resume.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

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