Administrative Spec II

University of Florida•Gainesville, FL

1d•Onsite

About The Position

This position provides high-level administrative assistance and operational support for the TAPS department. The role involves managing calendars, coordinating meetings, preparing confidential reports, and assisting with daily operations. It also includes supporting HR functions, managing website content, tracking complaints, and assisting with campus events. The Administrative Spec II acts as a liaison between TAPS and the Business Affairs | Construction, Facilities & Real Estate Human Resources (BA | CFRE HR) office, handling various personnel-related actions and managing employee access to software platforms. A valid FL Driver's License is required.

Requirements

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Proficient knowledge in Microsoft Office Suite (Outlook, Word, Excel)
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.
Valid FL Driver's License is Required.

Nice To Haves

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

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. department.
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.