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Administrative Spec II
3 months ago
Job Description:
This role is all about being a top figure in charge of financial procedures for the Institute of Food and Agricultural Sciences (IFAS). You'll chat with key players to understand the current procedures in place. As new financial tools and methods are rolled out by UF, you'll work closely with UF and IFAS leaders, stakeholders, and trainers. By carefully examining current procedures and discussing future systems, you'll propose, develop, and implement financial processes that boost satisfaction and efficiency within IFAS. To succeed in this role, you'll need excellent written and verbal communication skills, the ability to navigate business tools, and a solid grasp of UF and governmental financial rules.
Another crucial aspect of this role is sharing information. You'll be the face of IFAS in essential talks within UF's departments regarding financial processes and requirements. You'll also communicate procedures and financial details to IFAS Units. The chosen candidate will lead both virtual and face-to-face training sessions, offer guidance, and provide support. Traveling across Florida to meet with IFAS partners will also be part of the job. In order to streamline the fiscal processes, you'll create and maintain instructional materials, operational standards, and update the website, among other tasks.
Additionally, this position involves handling office administration duties. Not only is this assistance needed within our unit, but by helping with these tasks, you'll gain a better understanding of the processes involved in day-to-day business activities. Office administration responsibilities may include:
- Assisting in maintaining office supplies, schedules, copier functions, assets, network management, software licenses, keys, vehicles, and space allocations.
- Handling data entry and managing departmental budgets.
- Overseeing payroll processes.
- Creating a warm welcome for new staff members and providing training.
- Serving as the Department Security Administrator (DSA) for software access.
- Helping with financial transactions, expense reports, chart of account requests, and other financial or office-related tasks.
Expected Salary:
$, - $, (depending on qualifications and experience)
Minimum Requirements:
Bachelor's degree and three years of relevant experience; or an equivalent mix of education and experience.
Preferred Qualifications:
- Working knowledge of UF, state, and federal financial policies, procedures, and software.
- Experience in budget management.
- Proficiency in learning new software and business tools, particularly strong Microsoft Excel skills.
- Outstanding written and verbal communication abilities.
- Background in staff training and mentoring.
- Expertise in creating training materials and informational documents.
- Demonstrated problem-solving skills, flexibility, accountability, task prioritization, and meeting deadlines consistently.
- Initiative-taking, meticulous task prioritization, prompt completion of complex assignments, and swift adaptability to changing needs and challenges.
- Accuracy, detail orientation, and a customer-focused mindset.
- Proficiency in identifying and communicating solutions effectively.
