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Administrative Specialist II

2 months ago

Gainesville, Florida, United States University of Florida Full time

Job Overview:

This position provides comprehensive support for the Director's Office, ensuring smooth operations and effective communication within the department.

Key Responsibilities:

  • Drafts and manages both general and confidential correspondence and reports for the Senior Director and Associate Directors.
  • Coordinates and organizes the Senior Director's calendar and meetings.
  • Handles sensitive administrative tasks with discretion.
  • Facilitates committee meetings, including minute-taking and documentation.
  • Maintains organized departmental files, both physical and digital, adhering to retention policies.
  • Collaborates with IT professionals to establish and train users on digital record-keeping systems.
  • Acts as the telecommunications coordinator for the division.
  • Engages professionally with various stakeholders across the University.
  • Serves as the primary contact for administrative services and problem resolution within the division.
  • Manages the distribution and tracking of building keys, ensuring database accuracy.
  • Plans and executes large-scale events and special projects as directed.
  • Disseminates relevant information and serves as a resource for departmental policies and procedures.
  • Handles confidential information with care and integrity.
  • Monitors personnel criteria for the Senior Director's faculty position.
  • Updates and maintains forms available on the department's website.

Personnel Management:

  • Develops and maintains personnel files for departmental staff.
  • Acts as a liaison with the Human Resources department for personnel-related matters.
  • Assists in the completion of various HR actions, including job postings and employee onboarding.
  • Supports employees in resolving complex HR issues.
  • Monitors compliance with occupational health exam requirements.
  • Tracks training assignments for new hires and ensures completion.
  • Maintains awareness of personnel policies and procedures.

Payroll and Leave Management:

  • Oversees all payroll and leave processes for the department.
  • Monitors payroll activities to ensure accuracy and compliance with deadlines.
  • Assists in preparing documentation for employee leaves of absence.
  • Processes adjustments to payroll records as necessary.
  • Reviews payroll reports for accuracy and provides feedback to management.

Financial Oversight:

  • Prepares financial deposits and maintains accurate financial records.
  • Compiles data for invoicing various departmental programs.
  • Assists the finance team with various financial projects.

Supervisory Duties:

  • Supervises the Receptionist and manages their schedule.
  • Establishes priorities and deadlines for reception activities.
  • Provides training and ongoing support for the Receptionist.
  • Coordinates phone coverage in the absence of the Receptionist.

Marketing and Communication:

  • Collaborates with the Marketing and Communications Department to ensure adherence to branding policies.
  • Assists in managing departmental social media and creating digital content.
  • Works with instructional designers to produce departmental newsletters.
  • Maintains updated contact information on the department's website.

A criminal background check will be conducted.

Work Schedule: Monday - Friday, 8am - 5pm

Salary: Commensurate with education and experience.

Minimum Qualifications: Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

  • Proficient in Microsoft Office Suite and familiar with PeopleSoft.
  • Knowledge of financial systems and administrative procedures.
  • Strong organizational and communication skills.
  • Ability to work independently and manage multiple tasks effectively.