Administrative Assistant II

University of Florida • Gainesville, FL

3d • Onsite

About The Position

The Administrative Assistant II position is responsible for a wide range of administrative and HR-related tasks within the department. This role involves preparing and reviewing HR transactions, facilitating faculty votes, supporting visa and immigration processes, and serving as a liaison between the department and various university services. Additionally, the position provides general administrative support, including processing travel and expense reports, assisting with fiscal operations, and managing payroll processes. The role also includes completing effort reporting and faculty assignment reports.

Requirements

• High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Nice To Haves

• Proven ability to quickly learn and adapt to new systems, software tools, and processes.
• Flexibility in adapting to evolving programs and procedures while maintaining a high level of accuracy and efficiency.
• Experience in a human resources setting is preferred.
• A customer-focused approach when assisting employees and supervisors, with the ability to handle inquiries professionally and courteously.
• Excellent written and verbal communication skills, with the ability to tailor messages thoughtfully and effectively to staff, faculty, supervisors, senior leaders, and other stakeholders.
• A collaborative mindset, working closely with faculty, staff, department administrators, and key stakeholders.
• A self-motivated, proactive approach to handling responsibilities, problem-solving, and completing assignments.
• Exceptional attention to detail and a high level of accuracy in all tasks.
• Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Strong time management skills to meet deadlines and ensure timely completion of duties.
• Proficiency in relevant software tools, including Microsoft 365/Office Suite (Word, PowerPoint, Excel, OneNote, Teams), Dropbox, and DocuSign.

Responsibilities

• Prepare and review the submission and approval of human resources transactions, including recruitment, hires, position updates and reclassifications, terminations, and additional pay.
• Work with college HR Manager on complex transactions such as Special Pay Increases, retirement, and leave cash outs.
• Facilitate faculty votes, including communication and follow up on outcomes.
• Prepare and support visa and immigration for short and long-term visiting scholars without pay.
• Prepare and support visa and immigration related to HR positions, sponsorship of exchange visitors, temporary workers and employment-based permanent residents.
• Process renewal documents for current employees.
• Serve as liaison between the unit and Human Resource Services, Academic Personnel, Payroll, Purchasing Services, Disbursement Services or General Accounting.
• Attend college and university meetings to ensure the Department’s understanding of and compliance with rules and regulations.
• Process travel and expense reports.
• Provide general administrative assistance, including preparing reports, assisting with special projects, and ensuring smooth daily operations of the department.
• Provide support to fiscal staff in the analysis, reconciliation, and approval of Department related Marketplace and Pcard transactions, as well as journal entries.
• Assist with reviews of expenditures, balances, and transactional detail.
• Support department by answering phones, greeting visitors, distributing incoming/outgoing mail, scheduling of conference rooms, etc.
• Responsible for Payroll processes including communication of payroll closing deadlines, submission of bi-weekly, supplemental, and one-time payments as well as over-payments and refunds.
• Compile and analyze payroll data and compile reports as needed.
• Research and resolve payroll related issues in conjunction with Office Manager and Research Administrator.
• Process payroll distributions (including cross-college requests), tuition waivers, and related documentation with assistance from Office Manager and Research Administrator.
• Manage fellowships, graduate scholarships, and ensure all forms, evaluations, and compliance materials are up to date.
• Complete online Effort Reporting and Faculty Assignment reports each semester, working directly with College and Department Research staff, Office Manager and/or faculty members to resolve problems.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED