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The Department of Oral Biology has an Administrative Specialist which supports the faculty, staff, students and volunteers within the department and will report to the Administrative Specialist III. Specifically, this position is responsible for general office duties, human resources, educational support, and travel processes.
30% General office and departmental support:
Assists department chair with scheduling and communications to the department
Maintains main department phone line and departmental list serves for all employees and volunteers
Ensures department mail is sent and delivered regularly; administrative contact for department deliveries (FedEx, etc.)
Monitors and orders all departmental supplies including but not limited to breakroom supplies, photocopy paper, print cartridges, and departmental research supplies for the department; Monitors progress of orders, distributes when arrives, and keeps appropriate records of departmental orders.
Acts as a back up for the Administrative Specialist (Fiscal) II for approval of purchases for individual research programs.
Places online work orders for the department, including but not limited to requests for keys, telephone, and internet ports, floor cleaning and other requests from the faculty and laboratory support staff. Monitors progress of work and keeps appropriate records of departmental work orders.
Schedules departmental conference room reservations (5th floor and Ground floor);
Coordination of departmental events, including Annual Department Retreat, Annual Holiday Gathering, Quarterly Employee Gatherings, T90/R90 Annual Symposium, and DMD/PhD activities.
Coordination of department communications, social media accounts and quarterly departmental newsletter
30% Human resources:
Processes all new OPS hiring, undergraduate student assistants, and volunteer registration for the department. Prepares paperwork for hiring, collects documents for verification and initiates hire in ePAF. Initiates termination of in ePAF. Ensures that new OPS/student asst hires and terminations are entered in ISA. Directs the onboarding of all new OPS hiring, student assistants, and volunteers
Support the Administrative Specialist III with the hiring and onboarding of TEAMS, post-doctoral associates/fellows and foreign nationals.
Reviews and approves time for OPS routinely and other employees as needed. Reviews departmental pay list biweekly for accuracy, identifies and corrects errors and communicates with UFCD HR.
Processes all department employee, volunteer, and visitor reimbursements. Coordinates and processes person of interest (POI).
Updates all phone lists and email list-serves for all employees during onboarding and offboarding. Identified phone lists and list-serves needed.
Maintains departmental key list log for all employees during onboarding and offboarding. Identified key combinations needed.
Coordinate electronic faculty and staff leave process and file time appropriately.
Processes courtesy and adjunct faculty requests. Processes graduate faculty status for new, courtesy, and adjunct employees.
25% Travel:
For all departmental employees, trainees, and volunteers, processes travel authorization requests (TAR), vouchers, expense reports (ER) and reimbursement for domestic and foreign travel, including the submission of TAR and ER in Concur. Ensures TAR’s are closed out when travel is completed, and tracks TAR and ER’s via internal data log
Make and processes travel arrangements for invited speakers/guests of the department events including but not limited to Oral Biology Conference, T90/R90 Symposiums, T90/R90 Activities.
Updates and advises departmental employees, volunteers and visitors of current and changes in UF travel rules, regulations, policies and procedures at the time of change and quarterly.
10% Educational support:
Assist the Administrative Specialist III in data collection for administrative support of DMD and UFCD Advanced education programs in which the department contributes.
Assist the Administrative Specialist III in data collection for administrative support of UF COM education programs in which the department contributes.
Organizes the participation of departmental faculty in assessments of competencies within the clinical programs.
Inputs all undergraduate and graduate student grades each semester for education programs in which the department administers. Prepares and routes grade change reports.
5% other:
In collaboration with the Chair and departmental administrative staff, create process to improve efficiency and productivity.
Attends training and seminars as requested by direct supervisor or Chair of the department.
Performs other duties and specific projects as assigned by direct supervisor or Chair of the department.
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