Administrative Specialist II

University of Florida•Gainesville, FL

5d•Onsite

About The Position

This position serves as the office manager and primary administrative contact for department operations. The Administrative Specialist II will coordinate administrative workflows between the department, CLAS Shared Services Center, CLAS Research Office, CLAS HR, UFHR, and other university offices. This role provides administrative support and guidance to the Chair, faculty, staff, students, visitors, and college and university offices regarding department processes and procedures. Key responsibilities include monitoring the status of department administrative actions, assisting with planning and coordination of department deadlines, maintaining department records, and coordinating with the SSC to ensure requests are submitted accurately. The role also involves working with the Chair, faculty, and staff on space allocation and asset inventory and management.

Requirements

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

Experience coordinating administrative operations in an academic, research, or university setting.
Experience working with shared services, centralized business operations, or similar administrative support models.
Knowledge of UF fiscal, human resources, travel, purchasing, payroll, and research administration processes.
Experience using UF systems such as myUFL, UFIRST, UFGO, Enterprise Analytics, or similar administrative systems.
Experience coordinating fiscal, HR, research, and operational workflows across multiple stakeholders.
Ability to interpret policies and procedures and communicate them clearly to faculty, staff, and students.
Strong organizational, communication, and follow-up skills.

Responsibilities

Serve as the office manager and primary administrative contact for department operations.
Coordinate administrative workflows between the department, CLAS Shared Services Center, CLAS Research Office, CLAS HR, UFHR, and other university offices.
Provide administrative support and guidance to the Chair, faculty, staff, students, visitors, and college and university offices regarding department processes and procedures.
Monitor the status of department administrative actions and follow up with appropriate parties to ensure timely completion.
Assist with planning and coordination of department deadlines and recurring administrative processes.
Maintain department records and documentation related to administrative, fiscal, HR, and research activities.
Coordinate with the SSC to ensure department requests are submitted with complete and accurate information.
Work with the Chair, faculty, and staff on space allocation and asset inventory and management.
Coordinate department fiscal transactions with the CLAS Shared Services Center, including purchasing, travel, reimbursements, p-card transactions, and other department financial activity.
Review and/or process department fiscal requests for completeness, accuracy, and alignment with UF, CLAS, and department requirements.
Track and monitor department spending, commitments, and pending fiscal activity.
Work with the Chair and faculty to gather information needed for financial reports, budget planning and projections, and expense reviews and reconciliations.
Review financial activity and assist with resolving discrepancies or outstanding items.
Coordinate with faculty and staff to ensure financial transactions are processed timely and appropriately.
Maintain department-level records of fiscal activity, commitments, and approvals.
Serve as a liaison between the department and SSC regarding fiscal questions, documentation needs, and transaction status.
Serve as the department contact for research administration processes and sponsored project support.
Interface with the CLAS Research Office regarding research-related actions, documentation, and workflow needs.
Assist faculty with gathering information and documentation needed for proposal, award, and post-award activities.
Provide reports and information to faculty using UF systems, including UFIRST and other applicable tools.
Monitor grant-related fiscal and appointment activity in coordination with faculty and the SSC.
Coordinate with faculty and college offices regarding summer appointments, payroll distributions, and effort.
Review and provide guidance to faculty regarding effort reports and sponsored project administrative requirements.
Provide administrative support for department human resources activities and personnel processes.
Coordinate with faculty, staff, CLAS HR, UFHR, and the SSC regarding appointments, payroll distributions, and other personnel actions.
Gather and review appointment information for completeness before submission for SSC processing.
Coordinate graduate assistant, teaching, fellowship, grant-funded, and other applicable appointments with the appropriate department and college contacts.
Proactively monitor payroll distributions and make corrections or changes as needed throughout the fiscal year.
Monitor time approval activity for accuracy and timeliness and follow up with supervisors or employees as needed.
Serve as a department liaison regarding CLAS and UFHR policies, procedures, and deadlines.
Support department tenure and promotion activities, including tracking deadlines and coordination of administrative requirements.