Administrative Spec II

University of Florida•Gainesville, FL

1d•Onsite

About The Position

This position partners with clinic administration to provide specialized administrative coordination and resolution of complex issues related to clinic operations. Responsibilities include daily asset management, annual inventory, maintaining computer inventory and office assignments, collaborating on Faculty Assignment Reports and Effort, overseeing the department motor pool, managing program meetings and events, assisting with marketing and community outreach, updating the department website, completing annual space allocation surveys, and supporting the Chair of the department on the Promotion and Tenure process. The role also involves coordinating and supporting the work of a student assistant. In purchasing and procurement, the position collaborates on faculty award requirements, CAS exemptions, and research; reviews PCard transactions; processes orders in myUF Marketplace; reviews and approves requisitions; works with vendors to become university suppliers; resolves vendor payment issues; and assists with purchasing contract negotiations. For travel, the role approves travel-related expense reports, reviews UF GO reports for issues, assists faculty and staff with travel and expense issues, and supports the DMD Extramural Rotations program. In fiscal oversight, the position assists with Tier 2 reconciliation, maintains Excel budget workbooks for foundation accounts, assists with reporting requirements for foundation accounts, identifies areas for improved efficiency and process improvement related to financial operations, and offers guidance on fiscal processes to ensure compliance with university directives. The role also engages in additional tasks and responsibilities as needed to support departmental operations and objectives.

Requirements

Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Experience with Microsoft Excel, Word, PowerPoint, and Outlook.
Excellent verbal and written communication skills.
Excellent organizational skills.
Attention to detail.
Ability to understand, interpret and apply applicable rules, regulations, policies, and procedures.
Ability to utilize problem-solving techniques.
Ability to prioritize several tasks.
Must be able to work independently and collaboratively

Responsibilities

Partner with clinic administration to provide specialized administrative coordination and resolution of complex issues related to clinic operations.
Responsible for daily asset management and annual inventory.
Maintain computer inventory and assignment of offices within 1329 Building.
Collaborates with Faculty and Office of Research to prepare Faculty Assignment Reports and Effort.
Oversee department motor pool.
Manage program meetings and events, including scheduling the venue, coordinating catering, reviewing vendor contracts, and overseeing all details associated with the event.
Assists department and clinical staff on marketing and community outreach efforts.
Assist with department website updates.
Complete annual space allocation survey.
Reports to the Chair of the department on the Promotion and Tenure process by preparing correspondence requesting reviewers to review packets, gathering vital packet information, and tracking progress of packets.
Coordinates and supports the work of student assistant in the department.
Collaborate with Office of Research on faculty award requirements, CAS exemptions, and research.
Review submitted PCard transactions in UFGO prior to approval.
Process orders in myUF Marketplace.
Review and approve requisitions and enter appropriate chartfields.
Work with vendors to become university suppliers.
Resolve issues with vendor payments.
Assist with purchasing contract negotiations and routing for signatures.
Approve travel related expense reports in UFGO.
Review UF GO reports from Enterprise Analytics for issues related to open reports and unassigned transactions.
Assist faculty and staff with travel and expense issues.
Assist with any travel issues related to DMD Extramural Rotations program.
Assist with Tier 2 reconciliation within Transaction Review Dashboard.
Maintains Excel budget workbooks for foundation accounts to accurately track and reconcile expenditures.
Assist with reporting requirements for foundation accounts, including running reports from Enterprise Analytics and retrieving supporting documentation from university systems.
Identify areas for improved efficiency and process improvement related to financial operations with offsite clinics, research labs, and department programs.
Offer guidance on fiscal processes to ensure compliance with university directives.
Engage in additional tasks and responsibilities as needed to support departmental operations and objective