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OPS Administrative Specialist

3 months ago

Gainesville, United States University of Florida Full time

Job Description:

The OPS Administrative Specialist in the Health Disparities, Health Promotion, and Health Equity Research Program oversees the day-to-day operations of the program, including setting priorities and deadlines; organizing, performing, assigning, and supervising community-based research activities, budgetary and other fiscal management duties, grant management processes; and providing administrative support to the program director and program staff as needed. Duties and responsibilities include, but are not limited to:

Administrative Duties

Oversee the day-to-day operations of the office, setting priorities and deadlines, making work assignments, and coordinating activities. Act on the director’s behalf with delegated authority. Serve as the central hub for all research projects, maintaining a comprehensive understanding of ongoing activities, personnel involvement, and project statuses. Oversee the day-to-day operations of the office, setting priorities and deadlines, making work assignments, and coordinating activities.  Ensure clear communication and effective coordination among team members to support the smooth progress of projects. 

Human Resources Duties

Ensure that all personnel actions are implemented in compliance with state and university policies regarding such appointments. Coordinate with other units for shared appointments. Serve as the program contact for CLAS Dean’s office and UFHR regarding personnel matters.  Enter and maintain payroll distributions in MyUFL.  Serve as the unit liaison for UF Tax Services and UF Payroll Services, addressing employee payroll issues and maintaining effort reporting. 

Fiscal Duties

Manage Research Participant Payment funds.  Reconcile budget accounts monthly and submit related reconciliations to the CLAS Budget Office.  Assist the director in preparing and maintaining program budgets via regular and as-needed consultation.  Ensure that all program purchases and payables are reconciled and approved correctly and in a timely manner.  Coordinate with CLAS Research Office and CLAS Shared Service Center to request journal entries, ensuring financial records are properly maintained.  Process travel authorizations and reimbursements for the program.  Process scholarships for part-time students.  Execute payments through UF GO, covering travel, non-travel, pcard, and non-pcard transactions.  Create purchase orders via myUFMarketplace and manage the submission of corresponding invoices.  Process and settle invoices submitted to our department.  Purchase inventory through myUFMarketplace. 

As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.

Expected Salary:

$. per hour

Minimum Requirements:

Bachelor’s degree; or an equivalent combination of education and relevant experience.

Preferred Qualifications: Proven experience in supervising and managing staff, with strong leadership and team-building skills. Extensive background in budget management, including the ability to prepare, maintain, and reconcile budgets. Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Drive, Docs, Forms), with the ability to learn new software and systems quickly. Exceptional organizational skills with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines consistently. Excellent verbal and written communication skills, with the ability to convey information clearly and effectively to a variety of audiences. High level of conscientiousness and attention to detail, ensuring accuracy and excellence in all responsibilities. In-depth understanding of UF policies and procedures related to using myUFL modules, including HR, fiscal management and reporting, purchasing/payables, and UF reporting. Demonstrated commitment to providing excellent service to internal and external stakeholders, with a proactive and responsive approach to addressing inquiries and issues. Strong analytical and problem-solving skills, with the ability to develop innovative solutions to complex administrative and fiscal challenges.