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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:

Administrative Support:

  • Drafts and manages both general and confidential correspondence and reports for the Senior Director and Associate Directors.
  • Coordinates schedules and organizes meetings for the Senior Director.
  • Handles sensitive administrative tasks with discretion.
  • Facilitates committee meetings, documenting minutes and action items.
  • Maintains organized departmental files, both physical and digital, ensuring proper retention and disposal of materials.
  • Collaborates with IT professionals to establish and maintain digital record-keeping systems, providing training to users.
  • Acts as the telecommunications coordinator for the division.
  • Engages professionally with representatives from various divisions and departments.
  • Serves as the primary contact for administrative services within the division.
  • Manages the distribution and tracking of building keys, maintaining an accurate database.
  • Organizes large-scale events and manages special projects as directed.
  • Disseminates important information and serves as a resource for departmental policies and procedures.
  • Handles confidential information with care.
  • Monitors personnel criteria for senior leadership positions.
  • Updates and maintains forms available on the department's website.

Personnel Management:

  • Creates and oversees departmental personnel files.
  • Acts as a liaison with the Human Resources department.
  • Assists in managing personnel-related actions, including job postings and new hire documentation.
  • Supports employees in resolving complex HR issues.
  • Monitors compliance with occupational health exam schedules.
  • Coordinates training for new hires and tracks completion.
  • Ensures ongoing compliance with required training programs.
  • Maintains knowledge of personnel policies and procedures.

Payroll and Leave Management:

  • Manages payroll and leave processes for the department.
  • Monitors payroll activities to ensure accuracy and compliance.
  • Assists in preparing documentation for leave of absence requests.
  • Processes adjustments to payroll as necessary.
  • Reviews payroll reports for accuracy and provides feedback to management.

Financial Oversight:

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

Supervisory Duties:

  • Supervises the reception staff, ensuring effective scheduling and task management.
  • Establishes priorities and deadlines for reception activities.
  • Provides training and ongoing support for reception staff.
  • Coordinates phone coverage during staff absences.

Marketing and Communication:

  • Collaborates with the marketing department to align with branding policies.
  • Assists in managing departmental social media and digital content.
  • Works with instructional designers to produce departmental newsletters.
  • Participates in communication meetings to keep departmental information current.

A 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 (Outlook, Word, Excel) and knowledgeable in PeopleSoft.
  • Familiarity with financial systems and administrative procedures.
  • Understanding of office procedures and effective communication techniques.
  • Knowledge of payroll and leave administration regulations.