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Administrative Spec II

1 month ago

Gainesville, United States University of Florida Full time

Job Description:

Support Provided for Director’s Office:

Prepares general and confidential correspondence and reports for the Senior Director and four Associate Directors. Maintains calendar, plans and organizes meetings for the Senior Director. Performs confidential or non-routine administrative duties. Organizes committee meetings; attends and records minutes. Maintains departmental files; papers and electronic data; determines retention period and disposes of materials properly when retention has been met. Works with IT Professionals to develop and implement digital storage for records (such as OnBase). Trains departmental users on the software and its uses. Serves as division telecommunications/departmental directory coordinator. Interacts professionally with representatives from other divisions within Business Affairs, other University departments, and the public. Serves as a unit contact with Business Affairs and oversees the provision of administrative services and the resolution of problems and inquiries. Assigns, distributes, and tracks EH&S building keys. Maintains accurate database. Arranges and coordinates large events and conducts special administrative projects. Assists and/or coordinates special projects as assigned through the Director or Associate Directors. Disseminates information to units and serves as a resource for word processing, reporting, policies and procedures. Receives and maintains confidential or sensitive information. Performs confidential or non-routine administrative duties. Tracks and coordinates personnel criteria for EH&S Senior Director who fills a faculty position. Prepares, updates, and maintains forms which are made available on the website and through other sources.

Personnel Responsibilities:

Creates and maintains departmental personnel files. Acts as liaison between EH&S and the Business Affairs (BA) UF Human Resources (HR) department. Assists the BA-HR office in competing all personnel-related actions, including posting new positions for hire, updating position descriptions, new hire paperwork, terminations, FMLA actions, and leave administration. Assists EH&S employees in the resolution of complex human resource issues. Monitors EH&S employees’ occupational health exam dates to ensure compliance. Assigns training for new hires within EH&S, tracks completion. Monitors EH&S employees’ training to ensure continual compliance with courses with expirations, such as HIPAA, FERPA and Preventing Harassment. Maintains current general knowledge of UF personnel policies and procedures.

Payroll/Leave Administration

Handles all Payroll and Leave actions for EH&S. Monitors Payroll and Leave activity in PeopleSoft. Ensures that time and leave are reported timely and accurately as required for UF Payroll closing deadlines. Assists the BA-HR office in preparing all documents for leaves of absences. Processes adjustments to time related to prior pay periods to ensure accuracy. Reviews pay list to ensure accuracy and provides a report to the Finance Manager.

Fiscal Responsibilities:

Prepares deposits and maintains accurate records. Compiles data and prepares invoices for various programs within EH&S.  Prints and distribute invoices and maintains subsidiary ledger of accounts receivable. Assists Finance Manager and financial team with various projects.

Supervisory Responsibilities:

Supervises TEAMS Receptionist Prepares and monitors Receptionist schedule. Establishes priorities and deadlines, makes work assignments and manages reception activities. Delegates work and supervises workload of Receptionist. Provides new training and ongoing updated divisional information for Receptionist. Acts as an information source. Coordinates phone coverage between self and other division clerical staff in the event of absence of Receptionist.

Marketing, Website & Communication:

Work with UF Marketing and Communications Department and stay up to date with UF branding policies. Provide oversight and assistance in managing the department social media platforms and help create digital media content. Work with Instructional Designer & Training Coordinator to create and publish the EH&S Newsletter. Attend Business Affairs Communication Meetings and keep EH&S website up to date on contact information.

A criminal background will be conducted.

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

Expected Salary:

Commensurate with education and experience

Minimum Requirements:

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

Preferred Qualifications:

KNOWLEDGE:

Proficient knowledge in Microsoft Office Suite (Outlook, Word, Excel) Knowledge of PeopleSoft System

Knowledge of UF Financial System, or in producing travel authorizations and expense reports. Knowledge of standard business formats and styles for letters, business forms and reports.

Knowledge of general office procedures, techniques necessary for handling telephone calls in a courtesy and efficient manner, basic filing practices, and basic record retention requirements.

Knowledge rules and regulations governing Payroll and Leave Administration systems, and UF administrative principles and procedures.

ABILITIES:

Ability to work independently and use a personal computer in a productive manner.

Ability to organize and coordinate work assignments to meet deadlines.

Ability to communicate effectively verbally and in writing.

Ability to establish and maintain positive working relationship with co-workers and extended campus personnel.