Administrative Specialist I

The Administrative Specialist I position provides critical administrative support within the Department of Mathematics, which has more than 145 employees. This role reports to the Administrative Specialist III and is responsible for personnel and payroll functions, including the processing of appointments, payroll distribution, and ensuring compliance with university and legal guidelines. The Administrative Specialist I also manages the tenure and promotion process, coordinates faculty searches, and serves as a resource for foreign nationals in the department. The incumbent supports the department’s academic needs, including class scheduling and faculty onboarding, and provides administrative assistance in various other areas. Duties and responsibilities include, but are not limited to:

Human Resources:

• Manage and coordinate human resources and payroll functions for all department personnel.
• Administer the hiring process for faculty, staff, and student employees, ensuring compliance with UF’s search and selection guidelines, including drafting position descriptions, posting jobs, organizing search committee meetings, and processing hiring paperwork.
• Enter payroll distribution and prepare Payroll Distribution Request Forms (PDRR).
• Collaborate with the department fiscal office staff to ensure accurate salary actions and distribution of salary funds.
• Resolve personnel issues, such as FMLA leave, worker's compensation reports/claims, and conflict of interest.
• Monitor time and leave reports for accuracy and completion of hours recorded and approved.
• Manage and track visa status and employment eligibility for foreign nationals in collaboration with the UF International Center.
• Provide administrative support for foreign national processes, including sponsorship of exchange visitors, temporary workers, and employment-based permanent residents.
• Complete applications and renewals for letters of appointment and reappointment for foreign nationals.
• Serve as the primary liaison with CLAS Human Resources for matters related to employee relations, position classifications, and salary administration.

Administrative Duties:

• Maintain current policies, procedures, and directives related to tenure, promotion, annual evaluations, course evaluations, hiring, visa requirements, and more.
• Attend college- and university-wide meetings regarding procedures, guidelines, and personnel management.
• Compile and prepare annual activity reports, Effort Reporting, and other information required by University guidelines.
• Coordinate the departmental tenure and promotion process.
• Submit reports for outside agencies, such as the American Mathematical Society and Mathematical Association of America.
• Answer phones, route inquiries, and oversee databases and mailing lists.

Academic:

• Collaborate with the Associate Chair to determine the courses and number of sections needed for each semester.
• Complete the schedule of courses and submit it to the Office of the Registrar via CLAS.
• Assist with the preparation of the undergraduate and graduate catalog.
• Communicate with faculty about class operations requirements and provide assistance and orientation to new faculty and graduate assistants.
• Coordinate with the Registrar’s Office to ensure classroom space, equipment, and additional space for new courses each semester.

Other Duties:

• Serve as a backup to the Administrative Specialist III and handle additional responsibilities as needed.

As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.

Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.

Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.

The salary is $20.00- $23.50 an hour, commensurate with qualifications and experience, and the compensation includes a full benefits package.

Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families, and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.

Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.

Leave: UF provides various leave programs, including vacation, sick leave, 10 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

To see more, visit, benefits.hr.ufl.edu.

   Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

This position is open to current UF employees only.

• Experience with PeopleSoft.
• Proficiency in Microsoft Office (Excel, Word, etc.).
• Knowledge of University procedures and policies.
• Excellent oral and written communication skills.
• Strong people management skills.
• Knowledge of human resources and business management procedures.
• Proven leadership skills.
• Strong customer service orientation, with the ability to promote and maintain excellent service standards.
• Professional demeanor with the ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus units.
• Ability to multi-task, prioritize, and adapt quickly in a fast-paced environment.
• Capacity to learn new tasks and procedures, work independently, and apply good judgment.

Comfort working with a diverse population, demonstrating diplomacy, tact, and confidentiality in sensitive situations, while effectively providing resolutions.

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references.

This position is open to current UF employees only.

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.

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