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Administrative Specialist II

Employer
University of Florida
Location
Main Campus (Gainesville, FL)

Job no: 519062
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:29690000 - MD - UF AHEC PROGRAM OFFICE

Classification Title:

Administrative Specialist II

Job Description:

This position oversees the administrative activities of the Area Health Education Centers (AHEC) Program, including financial oversight, human resources, grant management, office management and supervision of the accountant position. The incumbent will provide highly skilled administrative support to the Program Director and two Associate Directors. This position reports directly to Associate Director, Research Administration and also works closely with the AHEC tobacco team and will work at the UF AHEC Office located at UF’s East Campus on Waldo Road. This position is mostly funded by Tobacco Settlement Dollars from the Florida Department of Health, which specifies that supported employees must not be tobacco users.

Duties include:

  • Support Provided for Program Director and Two Associate Directors
    • Prepares general and confidential correspondence for Director and two Associate Directors
    • Maintains AHEC calendar and organizes meetings as requested
    • Maintains departmental files; paper and electronic data; determines retention period and disposes of materials properly when retention period has been met
    • Interacts professionally with representatives from other COM departments, university departments, UF AHEC’s four affiliated non-profit centers, UF AHEC’s partners throughout the statewide AHEC Network, tobacco users seeking cessation service, and the general public
    • Assists the Associate Director, Research Administration with grant writing, contract management, progress and tracking of invoices and payments, required reporting, meeting minutes, and communications related to the statewide HRSA Model AHEC grant
    • Participates in meetings of the internal AHEC tobacco team and assists with financial budgeting and reporting, tracking of invoices and payments, and other administrative duties
    • Serves as the AHEC contact with COM HR and participates in Departmental Partners and/or Deans Office meetings; passes on needed information to AHEC staff members
    • Receives and maintains confidential or sensitive information
    • Performs confidential or non-routine duties
    • Arranges and coordinates AHEC events and conducts special administrative duties
    • Supervises Accountant II position and oversees financial activities and reporting prior to submission
  • Human Resource Responsibilities
    • Manages unit human resource functions with assistance from COM HR as needed
    • Maintains AHEC personnel files
    • Maintains current general knowledge of UF personnel policies and procedures
    • Participates in COM and university-wide HR meetings
    • Assists in the resolution of complex human resource issues
    • Assists with the orientation of new employees
    • Monitors time entry for completion and maintains records of biweekly payroll reports
  • Fiscal Responsibilities
    • Assists Program and Associate Directors with annual budgeting and salary projections
    • Monitors financial reports prepared by Accountant II for completeness and accuracy
    • Completes UF AHEC quarterly tobacco reports for DOH by compiling UF AHEC’s expenses with those from the four affiliated centers
    • Develops strong working relationship with designated accountant in Contracts and Grants for the review of reports prior to submission
  • Office Management
    • Serves as the liaison with the East Campus Office Building manager regarding the annual lease, as well as any maintenance or security issues
    • Completes annual space allocation report with COM administrative assistance
    • Maintains distribution of building keys, providing keys to new employees and ensuring the return of keys upon resignation
    • Oversees the maintenance of a safe and effective working environment
    • Shares COM and university updates with staff
  • Supervisory Responsibilities
    • Provides direct supervision for the Accountant II position
    • Monitors schedule, leave time, and need for any accommodations
    • Establishes priorities and deadlines, makes work assignments, and monitors completion of responsibilities
    • Coordinates phone coverage for the main line in absence of the Accountant II
    • Provides feedback to Accountant II on an ongoing basis and through quarterly engaged conversations
Expected Salary:

$50,000 - $55,000; 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:
  • Proficient knowledge in Microsoft Office Suite (Outlook, Word, Excel)
  • Knowledge of PeopleSoft System, InvestiGator, and UFirst
  • Knowledge of UF financial processes and resources, including travel, purchasing, and effort reporting
  • Knowledge of standard business formats and styles for letters, business forms and reports
  • Knowledge of general office procedures, techniques for internal communications and handling of telephone calls in a courteous and professional manner, basic filing practices, and basic record retention requirements
  • Knowledge of rules and regulations governing Payroll and Leave Administration systems and UF administrative principles and procedures, including required trainings, conflicts of interests, confidentiality and protection of records, and resources for FMLA and ADA
  • Ability to work independently with a high level of accuracy in written communications, calculations and data entry
  • Ability to communicate effectively verbally and in writing with a process of double-checking with another staff member to review important communications
  • Ability to establish and maintain positive working relationships with co-workers and extended campus and community personnel, as well as with AHEC directors and staff statewide
  • Ability to perform duties in an accurate, timely and confidential manner
  • Ability to achieve consistency and reliability with timeliness and attendance
Special Instructions to Applicants:

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

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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:No

Advertised: 18 Nov 2021 Eastern Standard Time
Applications close: 09 Dec 2021 Eastern Standard Time

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