Administrative Specialist II

4 days ago

Gainesville, Florida, United States University of Florida Full time
Job Summary

The University of Florida is seeking an experienced Administrative Specialist II to provide critical administrative support within the Department of Mathematics. This role reports to the Administrative Specialist III and is responsible for personnel and payroll functions, including the processing of 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 (PDRR).
  • 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.
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.
What We Offer

The University of Florida offers a competitive salary, commensurate with qualifications and experience, and a full benefits package, including health insurance, retirement options, and leave programs.

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