Administrative Spec II

University of Florida•Gainesville, FL

1d•Onsite

About The Position

This position serves as an initial point of contact for all department fiscal operations, providing guidance and independent judgment on financial processes. The role ensures compliance with university and sponsor regulations regarding fiscal transactions. Responsibilities include serving as a backup Level 1 approver and initiator for purchase orders in myUFMarketplace, reconciling Procurement Card (pcard) transactions, processing Journal Entries (JEs) and Cost Transfer Forms, and serving as a Level 1 reconciler for department transactions in the Department Financial Transaction Review (DFTR) dashboard. The role also involves vendor creation, managing fellow insurance payments, and assisting with billing invoice reviews. Additionally, the position prepares and processes travel authorizations and expense reports, serves as a delegate in the UF GO travel system, coordinates travel arrangements, processes business-related reimbursements, and supports event-related travel. Administrative duties include performing confidential tasks, managing office inventory, serving as a primary point of contact for the department, maintaining calendars, submitting work orders for facilities and IT, and serving as backup for mail distribution.

Requirements

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Ability to work independently and in collaboration with the Director.

Nice To Haves

Ability to communicate effectively, both verbally and in writing.
Ability to plan, organize, and establish priorities to meet deadlines and maintain an orderly work schedule.
Knowledge of current rules and regulations of the State of Florida financial system.
Knowledge of general office procedures.
Must be self-motivated and able to work under minimal supervision.
Proficiency in all Microsoft Office applications.

Responsibilities

Serve as the initial point of contact for all department fiscal operations, providing guidance and independent judgment on financial processes.
Ensure compliance with university and sponsor regulations regarding fiscal transactions.
Serve as a backup Level 1 approver within myUFMarketplace to independently ensure costs are allocable, allowable, and funds are available.
Backup initiator of purchase orders in myUFMarketplace for the Department. Ensure all recurring/service POs are in place at the start of each fiscal year. Monitors and reviews transactions processed against the Open Encumbrance Summary Report monthly. Submits change requests as needed, and finalizes POs once the items/services are received.
Reconcile Pcard transactions as needed by the department. Ensure all charges are allowable from designated sources of funds, all back-up documentation is provided, along with any approvals if needed. Verify compliance of spend and budget justifications are appropriate.
Upon reconciliation of transactions, independently processes JEs for transaction errors/corrections as needed, along with Cost Transfer Forms for charges related to sponsored projects.
Serve as Level 1 reconciler for department transactions in the Department Financial Transaction Review (DFTR) dashboard.
Works with faculty and prospective vendor to create MOU of work needed and funding allocated, ensuring allowability on funding source and prospectus is filled out and approved by Chair. Prepare reports on current and past expenditures for sponsored projects, foundation, auxiliary, and state funds, ensuring discretion in financial data handling.
Review and process Journal Entries (JEs) and Cost Transfer Forms for transaction errors and corrections related to sponsored projects.
Manage Fellow Insurance Payments, ensuring accurate fund transfers and timely processing each semester.
Assist in reviewing COM & UF Health IT billing invoices, verifying computing device and telecom costs, and allocating expenses appropriately.
Pull monthly/annual reports to review for budget check errors, encumbrance closures and PO reconciliation.
Prepare and process myUFL Travel Authorizations and Travel Expense Reports for faculty, staff, trainees and visitors.
Serve as a “Delegate” in the UF GO travel system, originating and reconciling travel on behalf of travelers.
Assist in coordinating travel arrangements for department visitors, guest speakers, and special events.
Process business-related reimbursements while ensuring accurate documentation and compliance with spending policies.
Support faculty and staff with event-related travel and accommodations.
Perform confidential and non-routine administrative duties, ensuring seamless office management.
Assist in office inventory and order supplies as needed through myUFMarketplace.
Serve as primary point of contact for the department, greeting and appropriately routing visitors to the Chairs, Director, or Department administrators, based on need.
Maintain and update department conference room calendars.
Submit work orders for facility and IT service requests on behalf of the department.
Assists the Department in submitting work orders or key requests for the offices/labs when issues arise. Serve as the primary contact for COM and UF Health IT requests.
Serves as backup to departmental mail and package distribution, retrieving items from the PO Box and ensuring proper record-keeping.
Any other duties, as needed, to fulfill the mission of the Department.