Administrative Spec I

Job No: 534507
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Human Resources, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 62010100 - HR-VICE PRESIDENTS OFFICE

Job Description


Classification Title:

Administrative Spec I

Job Description:

The Administrative Specialist serves as the internal consultant for administrative matters within the Office of the Vice President for Human Resources at the University of Florida (UFHR). This position interacts with all areas of UFHR and plays a key role in the fiscal, HR and administrative office processes. Reporting to the Director of Administrative Services, the Administrative Specialist receives guidance, instruction, and training from the supervisor and other UFHR managers.

Essential Duties and Responsibilities

Financial Management: Process payments to internal and external vendors, including contractual agreements and auxiliary billing. Act as a liaison between HR and other departments or external vendors, addressing fiscal needs and resolving operational challenges effectively.

Travel and Reimbursement Coordination: Manage travel arrangements and process reimbursements for the HR team.

HR Processes and Support: Provide direction and support for HR hiring, classification actions, termination processes, and other employee life-cycle activities.

Payroll Management: Handle payroll issues, complete necessary forms to ensure timely payment of employees, and review preliminary payroll reports each pay period.

Onboarding: Oversee the new employee onboarding process to ensure a seamless transition for new hires.

Event and Program Coordination: Assist with coordinating office activities, meetings, and events to support operational efficiency and team engagement.

Office Management: Serve as the primary administrative contact for HR employees, maintaining a professional and welcoming environment. Handle procurement processes by ordering and tracking supplies, equipment, and services necessary for office functionality. Monitor inventory levels and develop systems to streamline supply management.

Communication and Information Dissemination: Disseminate information to the unit and serve as a resource for UFHR staff.

Calendar Management: Coordinate the calendars of the Vice President and Assistant Vice President for Human Resources. Assist with special tasks and/or projects, as needed.

Asset and IT Management: Manage equipment and software inventory, act as the IT and Software Liaison, and serve as the department contact for Asset Management.

Confidentiality: Maintain a high level of confidentiality when dealing with complex and sensitive issues.

This position requires on-site work at the University of Florida's Main Campus in Gainesville, Florida. The standard work schedule is Monday through Friday, from 8:00 AM to 5:00 PM.

Expected Salary:

$23.95 per hour

The University of Florida offers robust benefits plans, generous leave policies, and a wide variety of perks and support services.

Minimum Requirements:

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

Preferred Qualifications:

Demonstrated experience in administrative support, fiscal, and/or HR processes.

Strong organizational and time management skills.

Excellent communication and interpersonal skills.

Knowledge of University of Florida systems (myUFL, UF GO, etc.) regulations, policies, and procedures.

Familiarity with University of Florida fiscal and HR processes.

Proficiency in Microsoft Office Suite and familiarity with UF systems (myUFL, UF GO).

Ability to maintain confidentiality and handle sensitive information with discretion.

Special Instructions to Applicants:

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

This position is eligible for Veteran's preference. If you are claiming Veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

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

Health Assessment Required:
No



Applications Close: 21 Mar 2025

To apply, visit https://explore.jobs.ufl.edu/en-us/job/534507/administrative-spec-i

The University 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.









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