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Administrative Specialist II

University of Florida
Main Campus (Gainesville, FL)

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Job no: 519803
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical
Department:29240101 - MD-HOBI-GENERAL

Classification Title:

Administrative Spec II

Job Description:

The Administrative Specialist II is responsible for serving as a Human Resources (HR) department partner for the Department of Health Outcomes and Policy and the Institute for Child Health Policy. Coordinates HR functions includes providing professional support in the following areas: recruitment, hiring, terminations, position/job changes. This position ensures policies and procedures related to human resource actions for the Department and Institute are compliant with College, University, State, and Federal regulations and standards. This position engages in regular communication with College of Medicine Human Resources (COM-HR) and University of Florida Human Resources (UF-HR) to carry out assigned tasks.

40% Responsible for coordinating the personnel needs for TEAMS/USPS, OPS, and students for the Department and Institute. Provides guidance and assistance to hiring managers, supervisors, and employees regarding human resources policies and procedures. Submits HR-related transactions, such as creating positions, processing new hires and job modifications within myUFL and posting job requisitions in Careers at UF (PageUp and Interfolio). Assists with the onboarding process of new employees, including ensuring the completion of new hire paperwork, scheduling introduction itineraries, providing new employee orientation information, and ensuring workspace is set up with necessary equipment and supplies. Maintains knowledge of federal and state laws, university regulations, and College of Medicine policies to ensure the department is effective and consistent in HR matters. Works closely with COM-HR and UF-HR in regards to confidential matters such as non-renewals, end of time-limited appointments, and corrective action plans. Establishes and maintains confidential personnel files for Department and Institute employees including faculty, staff, OPS, students and courtesy/joint faculty. Ensures completion/submission of quarterly performance check in’s; tracking and submission of Faculty/Post Doc evaluations.Serves as Department and Institute DSA. Establish UFID numbers for new employees or for travelers outside the university. Assigns security roles for new hires, deletes roles for terminated employees, and makes necessary modifications for current employees.

25% Responsible for securing and processing all foreign national documents for new hires as well as processing renewal documents for current employees. Monitors visa status of current foreign national employees to assure timely processing for visa renewal to avoid lapse in employment. Works closely with the COM-HR and UF-HR Immigration Compliance Services (ICS).

25% Responsible for arranging all calendar appointments for the Director of Administrative Services and for the Chair (as back-up to their assistant), including visiting professors and faculty candidates. Routinely schedules meetings and conferences, informing participants of topics to be discussed, and providing participants with agendas and background information. Independently formulates and implements internal operating procedures to maintain continuity in the office during Director of Administrative Services/Chair’s absence. Responsible for processing Director of Administrative Services/Chair, daily purchasing needs, and reimbursements. Includes submitting IT and requisition requests, agenda and itinerary confirmation, airline reservations, registration prepayment, account encumbrance, memberships and expense reimbursement. Answers and screens telephone calls. This duty involves receiving inquiries and requests. Utilizes knowledge regarding various policies and procedures of the department, University of Florida, committees, and associations, to assist the persons calling the Director of Administrative Services/Chair, by providing them with the information they seek without the assistance of the Director of Administrative Services/Chair. Including placing calls on their behalf. Serves as administrative liaison for the Chair. Involves interaction with a variety of people including administrators, faculty, visiting faculty administrative staff, and students. Provides appropriate assistance and communicates information to department faculty and staff as required by Director of Administrative Services/Chair. Responsible for obtaining the Director of Administrative Services/Chairs approval and signature on various documents and correspondence; properly routes such documents in a timely manner.

5% Back up for the centralized administration and processing of the department’s centralized payroll process. Ensures compliance with federal, state, and local laws and regulations. Sends confirmation emails to department supervisors of hours reported for supervised staff. Facilitates the production of biweekly and supplemental payroll, one-time payments, over-payments, and refunds. Researches and resolves payroll related issues. Compiles and analyzes payroll data. Compiles data and generate reports of internal and external purposes.

5% Maintain conference room calendar for HOBI’s conference room at the CTRB and maintain the administrative needs of HOBI’s space at the CTRB (i.e., printer maintenance, organizing supplies, etc.)

Expected Salary:

$45,000 - $50,000

Minimum Requirements:

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

Preferred Qualifications:

Ability to collaborate and maintain strong working relationships with faculty and staff at multiple levels.
Strong written and verbal communication. Strong attention to detail. UF Experience with visa process.
Ability to work independently, solve problems, and prioritize work assignments.
Knowledge of university and state rules and regulations in regards to human resources.
Proficiency with Word, Excel, and PowerPoint, Web navigation tools and programs, and general computer functioning.

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.

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

Health Assessment Required:No

Advertised: 03 Jan 2022 Eastern Standard Time
Applications close: 31 Jan 2022 Eastern Standard Time

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