Administrative Spec II

Administrative Specialist II

-Manage department’s complex human resource functions for academic personnel TEAMS, courtesy faculty, and OPS employees. Manage confidential disclosure of outside activities and financial interests reporting and forms. Ensure that new positions are properly established and advertised and that affirmative action procedures followed for faculty and TEAMS lines. Oversees recruitment process for staff positions within the department; review position descriptions for TEAMS; assist appropriate supervisors with classification of position; develops new position descriptions or revise existing. Ensure each staff member is evaluated bi-annually with UF Engaged system. Guide supervisors on process. Responsible for personnel distributions and annual review/activations. Assists supervisors with processing documentation of volunteers for the department, including college required forms and approvals. Assists/Supports supervisors, ensuring accurate and timely biweekly time approval. Ensure at the department level that Federal and State regulations pertaining to personnel are followed and works directly with College personnel to handle sensitive personnel issues.

-Oversee administrative staff duties regarding the following: faculty leave status lists to inform department of dates away from campus for faculty leave, travel and other activities; review biweekly preliminary and final paylists for the Small Animal Clinical Sciences department, making timely necessary adjustments; payments and arrangements for locums in the Small Animal Hospital services replacing faculty on leave or sabbatical from duty in the hospital clinics; itineraries and interview schedules for faculty candidates interviewing for new and replacement positions in the department; evaluations of faculty each semester in GatorEvals and other internal CVM systems such as peer evaluations; process appropriate documentation for academic visitors to the department including visiting practitioners, externs, visiting residents including informing all visitors of college’s check-in processes including proper credentials and arranging for academic visitor parking; processing of J-1 visas for research scholars, professors, and short-term scholars; volunteers for the department including completion of college required forms and approvals; annual space and allocation reporting encompassing space and allocation in four buildings (Bldg. 215, 1017, 75 and 217) on the CVM campus.

-Provide advanced administrative support to the Chair of the Department of Small Animal Clinical Sciences including monitoring college-wide and the chair’s individual calendar. Perform confidential and non-routine administrative duties. Write memoranda and letters concerning administrative functions, policies and procedures, prepare replies directly for signature and if appropriate, sign correspondence and other administrative paperwork to ensure smooth operation of administrative functions within the department. In the chair’s absence, assist in conducting daily administrative activities. Prepare agenda, attend, and take minutes of monthly department faculty and administrative staff meetings. Receive and maintain confidential information. Serve as contact and liaison to the public and other University departments, oversee the provision of administrative services and the resolution of problems and inquiries. Interpret University and department/college policies and procedures and ensure compliance.

-Monitor administrative budgets on a regular basis and coordinate budget preparation with the college’s financial services office and Department Chair. Interfaces with College accountants to establish and monitor the Departmental budget. Has primary responsibility for preparation of the department budget gathering necessary information, i.e., teaching and administrative budgetary needs. Review expenditures and request budget transfers for OPS salary and OE (operating expenditures). Regularly monitors and reconciles monthly department general revenue, block salary accounts, as well as salary savings, IDC and department Royalty accounts. Executes payroll distribution on various accounts, including grants and contracts, and reviews payroll lists biweekly. Provides advice to the Department and Faculty to ensure compliance with University and Federal Cost Accounting principles and guidelines for expenditure of grant and contract funds, both federal and private. Facilitates the monitoring of grant and contract expenditures and assists with reconciliation of expenditures to meet needs of the faculty in these activities. Assists faculty with forecasting personnel costs and effort on funded research.

-Manage Promotion and Tenure, Post Tenure Review, and Mid-Term Review processes annually; manage annual evaluations of faculty.

-Has thorough working knowledge of department’s teaching program; Coordinates and prepares Department reports required by various administrative units of the University, including Faculty Assignment Reports, Effort Certification, and Academic Activities Reporting.

-Provides oversight to annual space inventory. This includes regular tracking of new or departing employees; office movement; room use changes; annual input of this data in the UF SPIN system.

-Establish priorities and deadlines, makes work assignments and manages office activities. Arrange and coordinate large events or special administrative projects.

$60,000 - $75,000

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

1. Ability to effectively maintain a working environment while in stressful situations.
2. Ability to effectively communicate with employees of various levels and responsibilities.
3. Working knowledge of PeopleSoft, Excel and Word computer programs.
4. Ability to prepare correspondence and administrative reports, communicate effectively verbally and in writing
5. Ability to work independently and make administrative decisions.
6. Knowledge of and familiarity with personnel, travel and immigration and University policies and procedures
7. Ability to establish and maintain effective working relationships with others.
8. Prior experience in similar position

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.