Administrative Spec II

University of Florida•Gainesville, FL

2d•Onsite

About The Position

This position provides high-level administrative assistance to the Senior (Sr.) Director of TAPS and three Associate Directors. The role involves managing calendars, coordinating meetings, and preparing confidential reports and correspondence. It also handles routine and non-routine tasks supporting the daily operations of TAPS, including assisting with presentations and documentation for leadership meetings. A key responsibility is ensuring timely and accurate reporting of time and leave for UF Payroll deadlines, and assisting the BA-HR office with documents for leaves of absence. The role also offers operational support by managing validator lists for gate systems, office supply inventory, and representing TAPS at campus events. Additionally, the position manages the TAPS website, tracks departmental complaints, and acts as a liaison between TAPS and the Business Affairs | Construction, Facilities & Real Estate Human Resources (BA | CFRE HR) office. This includes assisting with personnel actions such as posting new positions, updating job descriptions, new hire paperwork, separations, FMLA actions, and leave administration. The role also manages user log-ins for TAPS employees on various software platforms and assigns/tracks training for new hires, while maintaining general knowledge of UF personnel policies and procedures. Additional duties may be assigned.

Requirements

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Valid FL Driver's License is Required.

Nice To Haves

Proficient knowledge in Microsoft Office Suite (Outlook, Word, Excel)
Knowledge of PeopleSoft System
Knowledge of UF Financial System, or in producing travel authorizations and expense reports.
Knowledge of standard business formats and styles for letters, business forms and reports.
Knowledge of general office procedures, techniques necessary for handling telephone calls in a courtesy and efficient manner, basic filing practices, and basic record retention requirements.
Knowledge rules and regulations governing Payroll and Leave Administration systems, and UF administrative principles and procedures
Ability to work independently and use a personal computer in a productive manner.
Ability to organize and coordinate work assignments to meet deadlines.
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain positive working relationship with co-workers and extended campus personnel.
Ability to perform duties in an accurate, timely and confidential manner.

Responsibilities

Provides high-level administrative assistance to the Senior (Sr.) Director of TAPS and three Associate Directors, including calendar management, meeting coordination, and preparation of confidential reports and correspondence.
Manages routine and non-routine tasks that support the daily operations of TAPS.
Assists in preparing presentations, reports, and documentation for leadership meetings.
Ensures that time and leave are reported timely and accurately as required for UF Payroll deadlines.
Assists the BA-HR office in preparing all documents for leave of absences.
Assists with managing validator lists for gate systems and runs monthly report on validations.
Assists with managing office supply inventory, ordering items as needed.
Assists with Preview and represents TAPS with campus events.
Manages the TAPS website, periodically verifying current information and posting website updates.
Tracks and logs departmental complaints/inquiries to ensure timely responses and closeout.
Acts as liaison between TAPS and the Business Affairs | Construction, Facilities & Real Estate Human Resources (BA | CFRE HR) office.
Assists the BA | CFRE HR office in competing all personnel-related actions, including posting new positions for hire, updating position descriptions, new hire paperwork, separations, Family and Medical Leave Act (FMLA) actions, and leave administration.
Manages user log-ins for TAPS employees on various software platforms.
Assigns training for new hires within TAPS, tracks completion.
Maintains current general knowledge of UF personnel policies and procedures.
Additional duties as assigned.