Administrative Specialist II

4 weeks ago

Gainesville, Florida, United States University of Florida Full time

Job Summary:

The Administrative Specialist II position provides critical administrative support to the Department of Mathematics at the University of Florida. This role reports to the Administrative Specialist III and is responsible for personnel and payroll functions, including appointments, payroll distribution, and ensuring compliance with university and legal guidelines.

Key Responsibilities:

  • Manage and coordinate human resources and payroll functions for all department personnel.
  • Administer the hiring process for faculty, staff, and student employees, ensuring compliance with UF's search and selection guidelines.
  • Enter payroll distribution and prepare Payroll Distribution Request Forms.
  • Collaborate with the department fiscal office staff to ensure accurate salary actions and distribution of salary funds.
  • Resolve personnel issues, such as FMLA leave, worker's compensation reports/claims, and conflict of interest.
  • Monitor time and leave reports for accuracy and completion of hours recorded and approved.
  • Manage and track visa status and employment eligibility for foreign nationals in collaboration with the UF International Center.
  • Provide administrative support for foreign national processes, including sponsorship of exchange visitors, temporary workers, and employment-based permanent residents.
  • Complete applications and renewals for letters of appointment and reappointment for foreign nationals.
  • Serve as the primary liaison with CLAS Human Resources for matters related to employee relations, position classifications, and salary administration.

Additional Responsibilities:

  • Maintain current policies, procedures, and directives related to tenure, promotion, annual evaluations, course evaluations, hiring, visa requirements, and more.
  • Attend college- and university-wide meetings regarding procedures, guidelines, and personnel management.
  • Compile and prepare annual activity reports, Effort Reporting, and other information required by University guidelines.
  • Coordinate the departmental tenure and promotion process.
  • Submit reports for outside agencies, such as the American Mathematical Society and Mathematical Association of America.
  • Answer phones, route inquiries, and oversee databases and mailing lists.

Requirements:

  • Bachelor's degree and three years of appropriate experience or an equivalent combination of education and experience.
  • Experience with PeopleSoft.
  • Proficiency in Microsoft Office (Excel, Word, etc.).
  • Knowledge of University procedures and policies.
  • Excellent oral and written communication skills.
  • Strong people management skills.
  • Knowledge of human resources and business management procedures.
  • Proven leadership skills.
  • Strong customer service orientation, with the ability to promote and maintain excellent service standards.
  • Professional demeanor with the ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus units.
  • Ability to multi-task, prioritize, and adapt quickly in a fast-paced environment.
  • Capacity to learn new tasks and procedures, work independently, and apply good judgment.
  • Comfort working with a diverse population, demonstrating diplomacy, tact, and confidentiality in sensitive situations, while effectively providing resolutions.

Benefits:

  • Competitive salary range: $, - $,, commensurate with qualifications and experience.
  • Full benefits package, including health insurance, retirement options, and leave programs.

How to Apply:

Please submit your application, including your resume and cover letter, to the University of Florida's online application system.

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