Administrative Assistant II

University of Florida•Gainesville, FL

9d•$20 - $22

About The Position

RESEARCH Preparation and submission of proposals in UFIRST and other electronic systems like FASTLANE; monitor and verify division budgets, produce reports and other documents and correspondence associated with federal and non-federal funding for research. TRAVEL Process travel paperwork for professors, postdocs, graduate students, and visitors. Help with travel schedules, including making airline and hotel reservations, preparing itineraries for visiting professors and other visitors to the department and the University. Process Travel Authorizations, personal reimbursements, cash advances and generate monthly fiscal reconciliation reports for the division. This will require the incumbent to have a working knowledge of the various funding sources in the department (i.e., Foundation, auxiliary, State, Federal, and other agencies). Incumbent must ensure the backup is properly saved electronically in the department’s shared files and charges are properly documented in financial spreadsheets prior to submitting charges. The Administrative Support Assistant II will serve as the point of contact for discrepancies and will be expected to work with respective personnel in resolving them in a reasonable timeframe. Responds to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance. Collects required department forms and related backup to process Travel Authorizations (TA) and personal reimbursement (ER) requests. Process Cash Advances when requested and ensure that they did not exceed actual allowable costs after the trip ended. Responsible for making appropriate travel reservations after TA is established. Communicates information about travel and reimbursements, explains and answers questions regarding related matters within established guidelines, policies, and procedures. Obtains proper auditable back-up and attaches to ERs electronically. Serves as a liaison between traveler, department, and central UF Travel Office. Provides documentation requested upon post audits and answers questions. FINANCIAL Creating, processing, and managing of electronic requisitions, purchase orders and change orders. Record keeping and placing of orders, reconciliation and verification of PCard purchases, and monthly assembly of PCard purchase backup documentation. Record keeping and submission of reimbursement requests for Butler Laboratory professors and their group members. Monitor and prepare paperwork for the University of Florida Foundation accounts containing divisional funds. Provides training to new employees on how to use myUF Marketplace, works with faculty and vendors regarding Procurement Guidelines and Procedures. Ensures appropriate back-up is provided, enters the Chartfield and other pertinent information, ensures the expense is allowable on the source of funds, and that budget exists. It will be important that this person has attention to detail and is comfortable requesting additional information before submitting the requisition. Attaches UF’s Tax Exempt Certificate to Requisitions when necessary. Originates Purchase Orders for purchases > $5,000, acquisition of equipment, furnishings, construction services, maintenance services, and professional contractual services. Assists with bids and preparing sole source documents when necessary. Ensures division follows Procurement’s quote requirements and proper documentation is on file. Works with new vendors on completing the necessary forms to be added to the University’s financial systems. Attention to detail is critical to ensure that both the backup and Chartfield information is included, accurate, and that it meets auditing requirements. Maintains electronic filing system for fiscal transactions. Create and maintain various fillable PDF forms and excel spreadsheets for finance office. This position will assist with monthly reconciliations, and rectifying errors as it pertains to Accounts Payable, Accounts Receivable, Purchasing, Travel, and open encumbrances. Responsible for communicating budget concerns, reconciliation issues, and other discrepancies to the attention of the PI. This position monitors open encumbrances to ensure payments are applied timely, vendor discounts are processed, and the PO finalized so that balances can be released if applicable. Reviews monthly reconciliation Open Encumbrance Reports to ensure travel reimbursements are completed and encumbrances are properly closed out. Will follow up with travelers regarding trips that have completed but have not had an expense report completed. Processing expense receipts for the visitors and making sure that the visitor is reimbursed in a timely fashion. ADMINISTRATIVE Responsible for the office daily operation. Greet and route visitors, answer and direct incoming calls, and distribute mail. Maintain current phone system and directory. Respond to inquiries by e-mail, mail, and/or in person. Schedule meetings and be responsible for maintaining the schedule of the Butler Laboratory faculty. Manage reservations and scheduling for the Polymer Conference Room. Provides general clerical and office support to the Butler Laboratory faculty. Maintain files and manage communications associated with professor’s meeting/conference organization responsibilities. Maintain various office files for correspondence, class materials, awards, etc. Provide Chemical Stores Manager with an updated list of faculty, post-docs, and graduate students from the division who are authorized to purchase chemicals. Create and maintain a record of individuals requesting ever-expanding number of publication reprints. Assist Butler Laboratory faculty with Annual Activities Reports and Space Reporting and members who chair various committees by arranging committee meetings, coordinating schedules in order to perfect date, time and place of meetings. Create and maintain files and summaries to enhance expedition of search matters, including correspondence and scheduling appointments for “short-list” candidates with faculty of all divisions. Serve as administrative liaison for visitors seeking a J1 visa. Interact with international academic colleagues, guest speakers, and individuals on sabbatical and guide them through the DS 2019 application process. Ensure visitors comply with guidelines set for by the Division of Homeland Security and the UF International Center. Prepare and submit extensions and other changes for J1 participants within our offices and laboratories. Preparation and archiving of teaching materials and assistance with teaching-related paperwork. On occasion, administer, proctor, and keep secure early, late and make-up exams for individual professors of division. Collaborate with teaching help that faculty requires. Collaborate with teaching assignments from faculty. Key Operator for the divisional copy machine, laser printer, and scanner. Calculate and maintain monthly use-percentage charts of machines to aid fiscal office. Supervise office supplies inventory.

Requirements

High school diploma or equivalent and four years of relevant experience

Nice To Haves

Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience
Working knowledge of how to use a multi-line telephone, copier / scanner, printer, desktop computer, adding machine and email, internet, Microsoft Office (Word, Excel,), and Adobe Pro
Excel is widely used in this position and incumbent will be expected to be able to perform at an intermediate level
Ability to create fillable pdf forms
Intermediate mathematical skills
Ability to effectively communicate both verbally and in writing; accurately interpret ideas, information, and needs through the application of appropriate communication avenues
Knowledge and ability to work with a variety of individuals and groups constructively and collaboratively
Ability to manage multiple concurrent objectives, projects, activities and make effective judgments as to prioritizing and time allocation
Experience working at a University performing various fiscal functions, has a working knowledge of PeopleSoft & myUF Marketplace, and an understanding of the different funding sources at the University (i.e., Foundation, State, auxiliary, grants, IDC, residual funds)
Maintain a professional appearance and demeanor when serving as the public contact for the office
This position requires a candidate that demonstrates proficiency in moderately complex administrative functions, including serving as a resource on issues, policies, and procedures, and contributing to the development of processes in and for the group
Knowledge on practices of University administrative process; computer database management, record and file management; experience in planning, organization and coordination of work assignments to facilitate efficiency and meet deadlines; ability to work with minimal supervision and take independent responsibility for office management when supervisor travels

Responsibilities

Preparation and submission of proposals in UFIRST and other electronic systems like FASTLANE
Monitor and verify division budgets
Produce reports and other documents and correspondence associated with federal and non-federal funding for research
Process travel paperwork for professors, postdocs, graduate students, and visitors
Help with travel schedules, including making airline and hotel reservations, preparing itineraries for visiting professors and other visitors to the department and the University
Process Travel Authorizations, personal reimbursements, cash advances and generate monthly fiscal reconciliation reports for the division
Serve as the point of contact for discrepancies and will be expected to work with respective personnel in resolving them in a reasonable timeframe
Respond to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensures compliance
Collects required department forms and related backup to process Travel Authorizations (TA) and personal reimbursement (ER) requests
Process Cash Advances when requested and ensure that they did not exceed actual allowable costs after the trip ended
Responsible for making appropriate travel reservations after TA is established
Communicates information about travel and reimbursements, explains and answers questions regarding related matters within established guidelines, policies, and procedures
Obtains proper auditable back-up and attaches to ERs electronically
Serves as a liaison between traveler, department, and central UF Travel Office
Provides documentation requested upon post audits and answers questions
Creating, processing, and managing of electronic requisitions, purchase orders and change orders
Record keeping and placing of orders, reconciliation and verification of PCard purchases, and monthly assembly of PCard purchase backup documentation
Record keeping and submission of reimbursement requests for Butler Laboratory professors and their group members
Monitor and prepare paperwork for the University of Florida Foundation accounts containing divisional funds
Provides training to new employees on how to use myUF Marketplace, works with faculty and vendors regarding Procurement Guidelines and Procedures
Ensures appropriate back-up is provided, enters the Chartfield and other pertinent information, ensures the expense is allowable on the source of funds, and that budget exists
Originates Purchase Orders for purchases > $5,000, acquisition of equipment, furnishings, construction services, maintenance services, and professional contractual services
Assists with bids and preparing sole source documents when necessary
Ensures division follows Procurement’s quote requirements and proper documentation is on file
Works with new vendors on completing the necessary forms to be added to the University’s financial systems
Maintains electronic filing system for fiscal transactions
Create and maintain various fillable PDF forms and excel spreadsheets for finance office
Assist with monthly reconciliations, and rectifying errors as it pertains to Accounts Payable, Accounts Receivable, Purchasing, Travel, and open encumbrances
Responsible for communicating budget concerns, reconciliation issues, and other discrepancies to the attention of the PI
Monitors open encumbrances to ensure payments are applied timely, vendor discounts are processed, and the PO finalized so that balances can be released if applicable
Reviews monthly reconciliation Open Encumbrance Reports to ensure travel reimbursements are completed and encumbrances are properly closed out
Processing expense receipts for the visitors and making sure that the visitor is reimbursed in a timely fashion
Responsible for the office daily operation
Greet and route visitors, answer and direct incoming calls, and distribute mail
Maintain current phone system and directory
Respond to inquiries by e-mail, mail, and/or in person
Schedule meetings and be responsible for maintaining the schedule of the Butler Laboratory faculty
Manage reservations and scheduling for the Polymer Conference Room
Provides general clerical and office support to the Butler Laboratory faculty
Maintain files and manage communications associated with professor’s meeting/conference organization responsibilities
Maintain various office files for correspondence, class materials, awards, etc
Provide Chemical Stores Manager with an updated list of faculty, post-docs, and graduate students from the division who are authorized to purchase chemicals
Create and maintain a record of individuals requesting ever-expanding number of publication reprints
Assist Butler Laboratory faculty with Annual Activities Reports and Space Reporting and members who chair various committees by arranging committee meetings, coordinating schedules in order to perfect date, time and place of meetings
Create and maintain files and summaries to enhance expedition of search matters, including correspondence and scheduling appointments for “short-list” candidates with faculty of all divisions
Serve as administrative liaison for visitors seeking a J1 visa
Interact with international academic colleagues, guest speakers, and individuals on sabbatical and guide them through the DS 2019 application process
Ensure visitors comply with guidelines set for by the Division of Homeland Security and the UF International Center
Prepare and submit extensions and other changes for J1 participants within our offices and laboratories
Preparation and archiving of teaching materials and assistance with teaching-related paperwork
Administer, proctor, and keep secure early, late and make-up exams for individual professors of division
Collaborate with teaching help that faculty requires
Collaborate with teaching assignments from faculty
Key Operator for the divisional copy machine, laser printer, and scanner
Calculate and maintain monthly use-percentage charts of machines to aid fiscal office
Supervise office supplies inventory