Administrative Specialist II

Classification

Title:

Administrative Specialist II

Classification

Minimum Requirements:

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

Job Description:

Department Operations

* Serve as the office manager and primary administrative contact for department operations.

* Coordinate administrative workflows between the department, CLAS Shared Services Center, CLAS Research Office, CLAS HR, UFHR, and other university offices.

* Provide administrative support and guidance to the Chair, faculty, staff, students, visitors, and college and university offices regarding department processes and procedures.

* Monitor the status of department administrative actions and follow up with appropriate parties to ensure timely completion.

* Assist with planning and coordination of department deadlines and recurring administrative processes.

* Maintain department records and documentation related to administrative, fiscal, HR, and research activities.

* Coordinate with the SSC to ensure department requests are submitted with complete and accurate information.

* Work with the Chair, faculty, and staff on space allocation and asset inventory and management.

Fiscal Administration

* Coordinate department fiscal transactions with the CLAS Shared Services Center, including purchasing, travel, reimbursements, p-card transactions, and other department financial activity.

* Review and/or process department fiscal requests for completeness, accuracy, and alignment with UF, CLAS, and department requirements.

* Track and monitor department spending, commitments, and pending fiscal activity.

* Work with the Chair and faculty to gather information needed for financial reports, budget planning and projections, and expense reviews and reconciliations.

* Review financial activity and assist with resolving discrepancies or outstanding items.

* Coordinate with faculty and staff to ensure financial transactions are processed timely and appropriately.

* Maintain department-level records of fiscal activity, commitments, and approvals.

* Serve as a liaison between the department and SSC regarding fiscal questions, documentation needs, and transaction status.

Research Administration

* Serve as the department contact for research administration processes and sponsored project support.

* Interface with the CLAS Research Office regarding research-related actions, documentation, and workflow needs.

* Assist faculty with gathering information and documentation needed for proposal, award, and post-award activities.

* Provide reports and information to faculty using UF systems, including UFIRST and other applicable tools.

* Monitor grant-related fiscal and appointment activity in coordination with faculty and the SSC.

* Coordinate with faculty and college offices regarding summer appointments, payroll distributions, and effort.

* Review and provide guidance to faculty regarding effort reports and sponsored project administrative requirements.

Human Resources Administration

* Provide administrative support for department human resources activities and personnel processes.

* Coordinate with faculty, staff, CLAS HR, UFHR, and the SSC regarding appointments, payroll distributions, and other personnel actions.

* Gather and review appointment information for completeness before submission for SSC processing.

* Coordinate graduate assistant, teaching, fellowship, grant-funded, and other applicable appointments with the appropriate department and college contacts.

* Proactively monitor payroll distributions and make corrections or changes as needed throughout the fiscal year.

* Monitor time approval activity for accuracy and timeliness and follow up with supervisors or employees as needed.

* Serve as a department liaison regarding CLAS and UFHR policies, procedures, and deadlines.

* Support department tenure and promotion activities, including tracking deadlines and coordination of administrative requirements.

Expected Salary:

The salary is $53,.

This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave.

Required Qualifications:

Bachelor's degree and three years of…