Administrative Spec I

Location
Florida
Posted
Apr 05, 2017
Institution Type
Four-Year Institution
Classification Title:  Administrative Specialist I Job Description:

 Student Government (SG) at the University of Florida is one of the largest student-run programs in the nation. With the responsibility of allocating a budget of over $20 million, SG funds the J. Wayne Reitz Union, Department of Student Activities and Involvement, and Rec Sports, as well as countless student organizations. As part of the Department of Student Activities and Involvement, SG staff work hard to uphold the vision of the Division of Student Affairs by supporting growth and leadership. The mission of the Department of Student Activities & Involvement "SAI" is to provide the foundation for student organizations and their initiatives, facilitate engagement opportunities, and advise, mentor, and educate students to maximize their UF experience. The department includes four core areas: The David & Wanda Brown Center for Leadership and Service; Student Organizations & Campus Events; Sorority & Fraternity Affairs; and Student Government Advising & Operations.

This position is responsible for providing support to Student Government as the Office Manager. Duties include assisting the Student Body President/Vice President and SG Agencies in programs and budgets, supervising SG student assistants, assisting the Supervisor of Elections with the SG elections, and other general administrative duties. This position reports to the Associate Director of Student Government Advising & Operations.

35% Assisting SG Officers and Administrative Office Support: Manage the day to day operations of the SG Office. Make travel arrangements for executive officers. Assist in formulating, implementing, and budgeting programs for SG and provide training and counsel on University rules, regulations, and procedures, including compliance with State law and Student Body Statutes. Coordinate the records management needs and public records request process of Student Government in compliance with State law and Student Body Statutes. Manage office supplies and any necessary work orders. Supervise and train SG front desk student assistants to provide a welcoming and customer service oriented environment.

20% Budgets/Finance Support: Manage the financial accounts for SG Administration and Operating. Assist with budget preparation and approve requisition requests in the SG accounting system (DocuTraq). Maintain accurate records of all transactions. P-Card purchaser for SG Administration. Backup P-Card reconciler for Department. Receive money for SG events. 20% Personnel, Web Site & Database Support: Hire, supervise, evaluate, and approve time for SG Administration employees, including student assistants (front desk staff). Assist SG Finance Manager in posting vacant positions. Input and update space allocation report for SG. Certifier for Effort Tracking in my.ufl. Coordinate with the network administrator to ensure that web site content is updated and pages are functioning. Serve as approver for web site content editors. 15% Program Support: Attend and transcribe minutes for SG Executive Meetings as necessary. Assist Supervisor of Elections and Associate Director, SG Advising & Operations in preparation, coordination and implementation of SG Fall and Spring elections, including checking qualifications for students running for positions, assisting with vote tabulation, and other necessary tasks. Approve transactions and assist in programming efforts for SG Agencies including, but not limited to the Young Leaders Conference, External Affairs, Action SG, and The Big Event. Schedule interpreters for ACCENT and other SG funded organizations when needed. Support the SG Housing Fair and the end of the year banquet.

10% Other Duties: Provide support for SG Cabinet Directors. Update SG Elections notebook with results (including voter totals). Maintain a log of past officer contact information. Assist Cabinet Directors for bi-annual Housing Fair. Manage check-out/return process for all SG Office keys, parking passes, and computers. Create a welcoming atmosphere for a diverse population of students, faculty, staff alumni, and visitors. Driving mini-van to either deliver or pick up material. Provide administrative support to Student Activities & Involvement when necessary. Complete other duties as assigned.

Advertised Salary:

$40,000 - $42,000 commensurate with education and experience

Minimum Requirements:

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

Preferred Qualifications:

Experience with administrative functions of UF, including the PeopleSoft system (HR, T&E, and Effort reporting modules), travel, and hiring processes, is preferred. Additionally, communication skills (written and oral), computer skills, and experience working with and supporting a diverse population of university students is preferred.

Special Instructions to Applicants:

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

Applications must be submitted by 11:55 p.m. of the posting end date.

Health Assessment Required:  No