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Administrative Spec II

Employer
University of Florida
Location
Florida, United States
Salary
Salary Not Specified
Date posted
Jan 4, 2022


Classification Title:

Administrative Spec II

Job Description:

FISCAL & HUMAN RESOURCES

Budget – Administrative activities of the budget/keeping track of expenditures and payroll to stay in budget, request budget transfers from salaries to OPS or expenses. Works with Director and dean’s office personnel on state budget and commitments for unit.

PERSONNEL & PAYROLL – Administrative activities of the unit human resources functions. Initiates paperwork to complete hiring input in ePaf, Organizational Development (to change FTE, position description, job class) update position description, time approval and leave approval in PeopleSoft, paylist approval and/or auditor. Administers advertisement (GatorJobs, ACSA, IMDiversity, Academic Keys,etc.), completes compliance reports, travel approval, prepare paperwork to hire, and obtains approval for moving expenses for faculty searches. Works with dean’s office HR staff on unit HR matters, including hires, terminations, immigration, Grad Asst support, etc.

PURCHASING, PAYABLES AND TRAVEL-

Responsible for final approval of requisitions, payables, travel authorizations and employee reimbursements.

Research asset items to purchase for school. Oversees and approves for expense refunds, invoice payments, travel and reimbursements for faculty, job applicants and visitors.

GRANTS, FOUNDATION and ALUMNI RELATIONS:

Assists the Director of the School of Architecture in developing programs for fund raising strategies, advertising, alumni receptions arrangements, lectures and exhibition sponsorships, student sponsorships, letters to donors and sponsors and other related tasks.

Increase grant activities by making faculty aware of opportunities sent by the Dean’s office and other outlets. Administers CitiLab grants and FDLDC grants. Assists faculty with the preparation of proposals, UFirst proposal submission and management of awards.

DOCE/INTERNATIONAL CENTER:

Maintains State License for CEU’s provider for the State of Florida – Architects and Interior Designers and focuses on expanded activity from the AIA and our Professional Liaison Committee including National and International Programs.

Design Exploration Program – coordinates with the Director of the School of Architecture and the Program Director for the three-week Summer High School program and advertises, replies to requested information, budgets, expense, travel, purchases and plans events for participants.

Lecture Series for Licensed Architects and Interior Designers - completes program application to establish course number from AIA.

Vicenza Institute of Architecture/ works with director of VIA to set-up budget for students, process paperwork for VIA, approval of all expenditures and payroll. Apply for VISA for all our students. Also, budget and letter of agreement for the University of Oregon.

Preservation Institute Caribbean - off book programs - works with faculty to set-up travel arrangements and approvals.

East Asia - off book programs - works with faculty to set-up travel arrangements and approvals.

ADMINISTRATIVE:

Disseminates information to unit and serves as unit resource for reporting, policies and procedures. Receives and maintains confidential information. Formulates recommendations on administrative matters. Establishes priorities and deadlines, oversees work assignments, and responsible for the administrative activities. Assists in the resolution of complex human resource issues within the School. Inputs student grades and complete other reports

Supervises staff for two (2) Administrative Support Specialist III (TBA) and Admission Officer I, in addition to any student assistant hires. Provides assistance to staff as necessary and serves as a backup in the event of their absence.

Works with faculty to process effort certification. Completes faculty activity reports, instructor workload and space allocation.

Attends or assigns unit staff to attend college meetings on fiscal, grant and HR related matters.

Other duties as assigned.

Expected Salary:

$62,000 – 65,000 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:

Notary State of Florida (paid by school)

Experience supervising staff

Budget, fiscal and human resources experience a must

Knowledge of UF fiscal, HR and research award policies and procedures

Special Instructions to Applicants:

Please provide a resume, cover letter, and references

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

Health Assessment Required: No

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