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Administrative Spec II

University of Florida
Florida, United States
Salary Not specified
Date posted
Jan 27, 2023

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Position Type
Executive, Other Executive
Employment Level
Employment Type
Full Time

Administrative Spec II

Job No: 525427
Work Type:
Location: Levy
Categories: RealCat

Job Description

Classification Title:

Administrative Specialist II

Job Description:

Manages unit human resource functions including coordinating time and labor approvals with the director. Coordinates all HR processes such as departmental hiring, job edits, terminations, recruitments and onboarding with oversight and assistance from IFAS HR, Time and Labor; Monitoring time approvals, requesting emergency checks, wage refund calculations, and managing time exceptions. Manages the faculty tenure and promotion packets, progress reports, and SPP packets for the department on- and off-campus faculty.

This position leads and conducts a variety of administrative duties and professional support services, including but not limited to managing calendar/schedule for the Director, purchasing card transaction for the station, annual PCI Assessments, and vehicle safety inspections. In the absence of the Director, the position has full responsibility for all daily administrative activities and functions of assigned projects. Occasionally drives the state vehicle to handle the centers business. Serves as a unit contact and liaison to the public and other university departments, faculty and students. Works with the director to develop staff meeting agendas, record minutes of meetings, and manage Teams page communications of NCBS.

Coordinate and schedule use of the NCBS facilities (e.g., NCBS conference room, office space use, the NCBS classroom, laboratory space, research vessels, station vehicles, and Seahorse Key Marine Lab). This will include reservations of facilities for community events, as well as help and support of community events organized by the NCBS staff and the UF/IFAS Development Team. Coordination will include invoicing and managing of payments for NCBS services for both external and internal use of the facilities.

Maintains office supplies, and all office operations. The position manages, annual Space Allocation in conjunction with Cost Analysis initiatives. Provides management of all inventories to include items purchased on specific grant projects. Works with UF core offices on procurement purchase orders and verifies allowability on various funding sources, including grants. Coordinates travel and meetings associated with NCBS Director, faculty, staff, and students.

Works with the Center Director to evaluate budget balance and personnel allocations for both state and grant funds.

Expected Salary:

Starting at $45,600 per year

Minimum Requirements:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience. Must have a Valid Florida Driver's License.

Preferred Qualifications:

Preferred qualifications include excellent organizational and communication skills. Experience with MYUFL, Microsoft Office programs, Adobe and Human Resource Services. Must have knowledge of and experience with university and state regulations regarding human resources and unit operation procedures. Must possess critical thinking skills. Analytical and problem-solving skills, including researching and analyzing complex data to develop accurate reports. Must understand and practice excellent customer service. Must possess a professional attitude which is conveyed in all interactions, communications, and appearance. Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments. Must be able to work well in a team environment. The position should take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet deadlines. Must be self-motivated and capable of working independently. Strong people and team management skills are preferred.

Special Instructions to Applicants:

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

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

Health Assessment Required:

Advertised Salary:

Minimum Requirements

Preferred Qualifications

Special Instructions to Applicants

Health Assessment Required: $Health

Applications Close: $Closes

To apply, visit

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. jeid-d30ffa4d800a0e48baf64c11db8705d7

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