| Job Description: |
This position is housed in the Department of Occupational Therapy, College of Public Health and Health Professions, and will report to the Department Administrator (official UF title: Manager, Administrative Services). This position will support the Department Administrator in all aspects of the Fiscal and Human Resources activities for the department.
Fiscal Duties
Responsible for all purchasing and reimbursements within the PeopleSoft application for all faculty, students and staff within the Department. This includes purchases via PCARD and PO; and requisitions and payments for all these expenditures. Process reimbursement to individuals for appropriate out-of-pocket business-related expenses as determined by UF policy. File all expenditure data for approval by the Department Administrator. Responsible for the preparation and processing of outside vendor invoices, payment authorizations, interdepartmental encumbrance and purchase requisitions. Subsequent Vendor follow-up and tracking of expenses within the PS application. Reconcile UF Purchasing Card issued to department associates weekly.
Prepare pre-approval requests and process travel encumbrances, expenses, authorizations, etc. for the department. Coordinate visits with faculty candidates being recruited. Research and arrange airfare reservations, hotel rooms, car rentals and any other tasks as required by the traveler. Serve as reviewer for all professional leave travel requests. Coordinate research participation payments for the department, as applicable.
Provide back-up to the Business Manager with various financial tasks as assigned, including running reports, assisting with audit preparation, reconciliation, budget prep, financial analyses, etc.
Human Resources Duties
Under the direction of the Department Administrator, this position will ensure that approved recruitments are accurately posted (as applicable and necessary, depending on the type of position) in Careers at UF and Interfolio. For faculty recruitments, this position will check to make sure all search committee members have an active Search Committee Tutorial training on file and will advise Department Administrator and/or faculty member directly so that training can be completed. Order criminal background checks as needed. Liaison for pre-employment health assessments. Ensure proper work permit is in place for student appointments. Once position is filled, ensure the applicants are dispensed appropriately in Careers at UF and Interfolio and that the recruitment is closed out electronically.
Process in PeopleSoft all levels of hires within the department, including faculty, TEAMS, Pre/Post-Docs, OPS including OPS faculty, Graduate Assistants, Student Assistants, federal work study, Fellows, courtesy and volunteers. This includes data entry of all hires, ensuring that the appropriate hire paperwork has been completed and that the required trainings have been taken. Create personnel files for all new hires. Update current files as needed. Check completed paperwork for completion and correctness and forward to the appropriate Level 1 approver in a timely manner. Facilitate new hire processes including establishing email accounts and submitting Gator1 card requests.
Liaison as needed between foreign national employees/hires, the Department, the College, the University International Center, and/or Fragomen et al, attorneys (external provider) to make sure all necessary work authorization documentation is processed and current for all foreign national employees and incoming new hires.
Monitor required compliance trainings to ensure that all department employees remain current on the various trainings per University, College and grant regulations. Such trainings would include HIPAA, confidentiality statement, FERPA, Social Security, Maintaining a Safe and Respectful Campus, IRB training, etc. Keep Department Administrator and Department Chair apprised of department compliance.
Assist Department Administrator with the composition of position descriptions and requests for reclassifications and/or new positions as assigned. Ensure the department’s organizational chart remains accurate. As assigned by the Department Administrator, process various human resource transactions in PeopleSoft up to and including lump sum payments, additional pay, leave of absence requests, leave cash outs, terminations, FTE changes, SPI’s, position description updates, admin supplements, etc. Assist with tenure and promotion and other faculty evaluative processes as needed and requested by the Department Administrator.
Responsible for entering hires in the PHHP-ISA database and maintaining the data for all employees within this system.
Monitor outside activity forms and alternate work location agreements, ensuring that all forms are completed accurately and processed timely. Follow-up on renewals in a timely fashion so that all approvals are in place prior to the expiration date.
Review bi-weekly payroll for the department. Review the bi-weekly leave report to ensure that every employee has submitted an approved leave request and/or has entered those approved requests into the PeopleSoft system. Follow-up with employees to ensure requests and entries submitted/entered immediately. Where indicated, notify supervisor of non-compliance.
Office Support Duties
Coordinate ordering of all office supplies. Maintain the office supply inventory. This position will also place all specialty orders, upon approval by the Department Administrator. Serve as primary liaison for all maintenance contracts for the department. Maintain maintenance agreements and contacts for repairs of all equipment. Work with new hires to coordinate moves; submit moving purchase orders and reimbursement of moving expenses. Work with Department Administrator to arrange and monitor departmental moves. Attend Department Council and Staff meetings. Attend department retreat.
Assist as needed with the registration, coordination, and implementation of all departmental events such as conferences, workshops, retirement, holiday parties, and departmental lunches, making sure that all pertinent UF and State rules and regulations are adhered to (such as alcohol policies, maintenance requirements, etc.).
Other duties as assigned, which may include ensuring ADL lab is clean/tidy and representing the department on committees as assigned.
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