Administrative Spec I

University of Florida•Gainesville, FL

About The Position

This position involves managing and coordinating human resources and payroll functions, administering the hiring process for faculty, staff, and student employees, and providing administrative support for various departmental and academic processes. The role requires maintaining policies, compiling reports, and collaborating with various university offices and external agencies.

Requirements

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

Nice To Haves

Experience with PeopleSoft.
Proficiency in Microsoft Office (Excel, Word, etc.).
Knowledge of University procedures and policies.
Excellent oral and written communication skills.
Strong people management skills.
Knowledge of human resources and business management procedures.
Proven leadership skills.
Strong customer service orientation, with the ability to promote and maintain excellent service standards.
Professional demeanor with the ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus units.
Ability to multi-task, prioritize, and adapt quickly in a fast-paced environment.
Capacity to learn new tasks and procedures, work independently, and apply good judgment.
Comfort working with a diverse population, demonstrating diplomacy, tact, and confidentiality in sensitive situations, while effectively providing resolutions.

Responsibilities

Manage and coordinate human resources and payroll functions for all department personnel.
Administer the hiring process for faculty, staff, and student employees, ensuring compliance with UF’s search and selection guidelines, including drafting position descriptions, posting jobs, organizing search committee meetings, and processing hiring paperwork.
Enter payroll distribution and prepare Payroll Distribution Request Forms (PDRR).
Collaborate with the department fiscal office staff to ensure accurate salary actions and distribution of salary funds.
Resolve personnel issues, such as FMLA leave, worker's compensation reports/claims, and conflict of interest.
Monitor time and leave reports for accuracy and completion of hours recorded and approved.
Manage and track visa status and employment eligibility for foreign nationals in collaboration with the UF International Center.
Provide administrative support for foreign national processes, including sponsorship of exchange visitors, temporary workers, and employment-based permanent residents.
Complete applications and renewals for letters of appointment and reappointment for foreign nationals.
Serve as the primary liaison with CLAS Human Resources for matters related to employee relations, position classifications, and salary administration.
Maintain current policies, procedures, and directives related to tenure, promotion, annual evaluations, course evaluations, hiring, visa requirements, and more.
Attend college- and university-wide meetings regarding procedures, guidelines, and personnel management.
Compile and prepare annual activity reports, Effort Reporting, and other information required by University guidelines.
Coordinate the departmental tenure and promotion process.
Submit reports for outside agencies, such as the American Mathematical Society and Mathematical Association of America.
Answer phones, route inquiries, and oversee databases and mailing lists.
Collaborate with the Associate Chair to determine the courses and number of sections needed for each semester.
Assist with the preparation of the undergraduate and graduate catalog.
Communicate with faculty about class operations requirements and provide assistance and orientation to new faculty and graduate assistants.
Coordinate with the Registrar’s Office to ensure classroom space.