Administrative Spec II

Main Campus (Gainesville, FL)
Jan 13, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515484
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Human Resources
Department:29120000 - MD-PSYCHIATRY

Advertised: 20 Jan 2021 Eastern Standard Time
Applications close: 27 Jan 2021 Eastern Standard Time

Classification Title:

Administrative Specialist II.

Job Description:

Faculty Recruitment: Initiate College of Medicine Hiring Forms for approval to start recruitment process to hire Faculty, Adjunct Faculty, Courtesy Faculty and Administrative Supplements. Establishes new positions and requests new position numbers. Prepare and submit College of Medicine request forms with the proforma attached to the Dean’s Office for approval of the new faculty appointments. Establish search committees. Verifies that committee members have proper training. Post and follow up with new positions on University of Florida Interfolio Network for Careers at UF website. Post outside advertisements in 1 or more national publications. Track advertisement for closure and renewals as needed. Submits advertisement invoices to the fiscal office for payment. Send candidates to Search Committee. Follow up with Search Chair and Search Committee on applicant’s status. On-boarding Process: Prepare Letter of Offer, position description and other documentation for Dean’s approval and hire process. Prepares initial appointment paperwork and submits to Dean’s Office to meet all deadlines and enter hire ePAF into PeopleSoft. On-boarding Process: Creates & routes New Hire packet (email) with appropriate employment paperwork to new faculty members, including detailed instructions and faculty fringe benefit information. On-boarding Process: Provides faculty recruit status report to the Department Chair. Update Faculty Recruitment worksheet. Works with new faculty on any Immigration and Compliance Services (ICS) issues that may be required for new appointment.

Faculty Administrative Coordinator: Oversees Leave Administration for Faculty in the Department. Ensures that leave has been entered into People Soft for all faculty. Initiates leave adjustment forms when necessary. Information resource for leave issues for all departmental personnel. Facilitates usage of FMLA leave by departmental personnel as appropriate. Answers questions relating to FMLA leave policy, distributes FMLA forms to employees, ensures their timely receipt and submits them to Central Leave Office as appropriate. Inputs FMLA Leave of Absences into People Soft, records FMLA leave in the payroll system and maintains records. Processes return from FMLA Leave of Absences by completing and submitting the appropriate paperwork and inputting the return from leave into People Soft. Off-boarding of faculty – termination in PeopleSoft, email self-insurance, contact faculty/supervisor regarding exit checklist and leave cash out, if applicable. Required Training for New Faculty Members: Responsible for new Faculty members completing all required College of Medicine Training including Blood Borne Pathogen, HIPAA, Confidentiality Statement, etc. Benefit enrollment: Responsible for ensuring that all new faculty members have completed required forms for initiating new elected benefits, health insurance, retirement, dental, vision, etc. Maintain internal Faculty Admin Supplement worksheet

Personnel and Payroll Staff Management: Reviews, interprets, and implements payroll/personnel policies as changes are made by the State Legislature, Board of Trustees, University of Florida, College of Medicine, and/or Department of Psychiatry. Responds to all inquiries about personnel/payroll issues. Assists the Assistant Director, Director, and Chair in compliance and dissemination of such information to faculty, housestaff, and staff. Serves as Liaison with various departments within the College of Medicine, Dean’s Office, VA Chief of Staff’s Office, Contracts and Grants, Sponsored Research, Payroll, Finance and Accounting, Shands and the VA Hospitals, and other offices as required. Supervises two Human Resource positions. Responsible for maintaining and meeting all College of Medicine and University of Florida deadlines. This position is responsible for the training and development of Human Resource positions, ensuring that they are properly trained, cross-trained and knowledgeable of University of Florida and the College of Medicine policy and procedures. This position is responsible for ensuring the staff completes the following task in a timely manner and within all stated policy and procedures. This includes personnel appointments (on-boarding) for TEAMS employees, USPS, OPS, Volunteers, and Postdoctoral Associates (Clinical and Non-Clinical), ensuring completion of required paperwork and inputting into People Soft as appropriate. Tracks appointments to completion. Also, supervises processes of off-boarding for these groups of employees. Resolves issues with employee’s payroll. Verifies the Pay List each pay period to ensure employees are paid correctly. Back-up payroll approval for the Department. Facilitates completion of position descriptions and organizational charts for the department by compiling and coordinating required information, prepares and submits for review. Drafts cover memo to accompany position description to the Dean’s Office and submits final position description through People Soft for approval.

Graduate Assistant Appointments: Responsible for initial set up of graduate student appointments. Prepare letter of offer, processing hire documents in Peoplesoft. Each Semester prepare reappointments as needed. Work with Accounting team for payment of tuition and fees

Assists with Housestaff Duties:
Supervises Human Resource Assistant with the following tasks: Verifies that the following tasks have been successfully completed: Prepares the personnel/payroll packet for each new resident and clinical fellow. Drafts letter of offer, completes required appointment forms, requests all backup information and submits to the Dean’s office. Prepares and processes termination packet as each person completes the training program. Works with the Department Residency Training office to monitor PGY level increases and submits appropriate forms to the Dean’s office. Checks monthly resident rotation schedules to verify housestaff coverage at Shands, VA and Department Contracts. Checks quarterly VA funding and works with Resident/Fellow Program Assistant for accuracy. Inputs housestaff budget into the College of Medicine database. Verifies extra duty moonlighting payment requests for accuracy and enters ePAF to pay residents correctly.

Oversight for Credentialing for all providers:
Supervises Human Resource position with the credentialing process for all providers. Verify that all steps have been completed with regards to new providers; notifying the credentialing office and provider. Follow up that new providers have completed their application and received a Florida license before start date. Also, verify that all current providers are in compliance with all credentialing policies and procedures. Provide Assistant Director, Director and Chair with updates.

Expected Salary:

$58,000 - $63,000

Minimum Requirements:

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

Preferred Qualifications:

  • Knowledge of general office procedures; word processing skills, including spreadsheets..
  • Good organizational skills, strong communication skills
  • Ability to type accurately, to work under pressure to meet deadlines, to communicate accurately and effectively with internal and external sources.
  • Experience with PeopleSoft preferred.

Special Instructions to Applicants:

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

This is a time limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

Health Assessment Required:


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