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Administrative Specialist II

University of Florida
Florida, United States
Salary Not Specified
Posted date
Oct 18, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Financial Affairs, Grants & Contracts
Employment Level
Employment Type
Full Time
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Classification Title:

Administrative Spec II

Job Description:

Manages office activities and assists with the coordination of work assignments. Assists with the coordination of annual evaluations for TEAMS employees and student assistants. Assists the Center Director with the overall administrative management of the Center staff.

With the cooperation of the Rinker School Office Manager this position is responsible for the Shimberg Center human resource functions including all forms associated with hiring faculty, staff and students (OPS, GA, Adjunct, and Fellows). Distributes all employee funding to the correct accounts, approves payroll, and ensures payroll runs correctly. Prepares the letters of appointments for all new hires that require them and processes all tuition waivers for assistantships. Processes all terminations and cash leave payouts. Authorizes GatorOne cards, provides assistance in new hires getting a gatorlink account, and processes the request form for new hires to obtain DCP/UF email. Per the College’s rules and regulations assists in the resolution of complex human resource issues within the unit.

In conjunction with the Center Director, manages grants and contracts budgets; contributes specific expertise to preparation and administration of sponsored projects. Provides pre-award support which includes identifying the specific administrative requirements and policies to be met while ensuring the policies are within or consistent with those of UF; assists with preparing accurate budgets for each proposal. Reviews and/or approves grant related fiscal transactions; prepares and requests budget transfers, verifying all expenditures are allowable and allocable to sponsored awards, assisting with project close-out.

Monitors budgets and coordinates budget preparation, including grants and contracts, ensuring that all accounts are maintained, balanced, reconciled, and filed. Assists with projections on all accounts. Processes all requisitions and ensures that all purchase orders are issued for all required purchases and events. Processes all invoices/vouchers timely and accurately; and verifies PCard charges in a timely manner and ensures that they are used in accordance with UF policies.

Interprets University and department/college policies and procedures and ensures administrative compliance.; oversees the provision of administrative services and the resolution of administrative problems and inquiries.

Assists Rinker Office Manager in tracking Center’s computer purchases and software orders and maintaining software licenses for the Shimberg Center.

Receives and maintains confidential or sensitive information including preparation of letters, reports, and meeting preparations; compiles data, conducts research, performs independent analysis and formulates recommendations on administrative matters. Serves as scribe for all faculty meetings.

Other duties as assigned

Expected Salary:

Commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:
  1. Experience with PeopleSoft
  2. Knowledge of UF HR rules and regulations
  3. Knowledge of UF Financial rules and regulations
  4. Experience with reconciling, verifying and approving PCard transactions
  5. Experience with processing travel authorizations and expense reimbursements
  6. Experience with processing vouchers in the myufl financial modules
  7. Excellent skills to details
  8. Ability to work with students and TEAMS and academic staff in a professional manner
  9. Experience with UFirst, grant proposal processing, and post-award grants management from a UF administrative perspective

Special Instructions to Applicants:

This is a time-limited position.

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

Health Assessment Required: No

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