Administrative Spec II

3 days ago

Gainesville, United States University of Florida Full time

Job Description:

The Department of Medicine, Division of Gastroenterology, Hepatology and Nutrition is seeking a full time Administrative Specialist II. Encompassing Faculty, Fellows and 8 administrative staff with a total budget over $M. The Administrative Specialist II will report directly to the Division Administrator; with respect to administrative tasks across the division including budget preparation, faculty compensation plan analysis, supporting purchasing and travel, and a variety of human resource assignments. This position will be responsible for overseeing the operating expense budget for the division and ensuring the division adheres to the approved annual budget. Additionally, this position will provide high level administrative support to the GI research & motility faculty and will serve as a liaison for all GI Faculty and APP Recruits. This is a highly visible role that serves as the ambassador of the division with faculty and staff at The University of Florida and with external entities.

Essential Functions;

General Administration – Human Resources/Operations

1. The Admin Spec II will manage the front office operations for the Division of Gastroenterology, Hepatology, and Nutrition. This will include ensuring phone lines are covered during working hours in the front office, coordinating a schedule for mail distribution, placing orders for front office supplies, and handling issues with administrative functions, including addressing phone or computer problems, coordinating new employee onboarding, and other duties as assigned.

2. This position will coordinate all HR tasks for processing of lab volunteers, assisting with credentialing of new faculty and APPs.

3. This person will assist in faculty recruitment travel arrangements. Process payroll & leave requests for all faculty and staff.

4. The Admin Spec II will serve as a Building Emergency Coordinator, and disseminate applicable information to faculty and staff as necessary.

Faculty Support

1. The incumbent will provide enhanced support to our research and motility faculty, included but not limited to coordinating travel, creating itineraries, scheduling meetings and other administrative duties as required.

2. Additionally, the selected candidate will be responsible to the Division Administrator for ad hoc assignments in support of research faculty and laboratories.

3. The Admin Spec II will monitor the Division Leave Reporting System and enter all faculty leave requests in Peoplesoft timesheet.

4. The incumbent will review and approve faculty and staff timesheets on a bi weekly basis. 

Fiscal Management, Travel, and Purchasing

1. The Admin Spec II will reconcile purchase orders, journal entries and P-Card transactions.

2. The Admin Spec II will review and correct (if necessary) monthly ledger entries.

3. The Admin Spec II will review and authorize payment for recurring monthly expenses, such as IT support and telephone expenses.

4. The Admin Spec II will monitor, along with the Division Administrator, the operating budget of the Division, including reviewing operating expenses and capital purchases.

5. The Admin Spec II will provide oversight of the fiscal transactions within the Division including purchasing and P-card transaction.

6. The Admin Spec II will prepare travel authorizations and process expense reports for the Division, ensuring they are completed in a timely manner.

7. The Admin Spec II will prepare and submit invoices for payment and receipt for GI Division research projects.

8. The Admin Spec II will work with lab managers to order equipment and supplies.

9. Responsible for assisting the Division Administrator in preparing the annual budget and associated financial reports for divisional/administrative units (as assigned) including variance reports and ad hoc analysis. Will assist with compensation plan report management and forecasting.

Backup for Division Administrator and other duties

1. When the Division Administrator is out of the office, the Office Manager will function in his/her place. This includes attendance at mandatory Departmental and College meetings, assisting IMMS and DDS Clinic management with any issues, and assisting the office staff in endoscopy coverage issues.

2. Other miscellaneous duties as assigned by the Division Administrator.

Expected Salary:

$, - $, Annually

Minimum Requirements:

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

Preferred Qualifications:

Working knowledge of UF fiscal policies and procedures
Working knowledge of PeopleSoft
Working knowledge of Epic systems
Understanding of Department of Medicine Processes and Procedures

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