Administrative Specialist II UF/IFAS Blueberry Breeding Program

University of Florida•Gainesville, FL

About The Position

This Administrative Specialist II is responsible for supporting the Department Administration, faculty and staff of the Blueberry Breeding Program of the Horticultural Sciences (HOS) Department, in accordance with state, university and IFAS procedures and policies. Support in department budget management and reconciliation. The candidate will support the Principal Investigators and Team Leaders with planning, development and execution of program management and research requirements. Provide executive secretarial assistance to the Director of the Blueberry Breeding Program, this will include support for departmental project management and personnel support. The incumbent must independently exercise a great deal of judgment and direction and must be able to analyze and resolve problems. The candidate will work closely with the Director and serve as liaison with IFAS Administration, Research and Education Centers and various UF Departments on Blueberry Breeding Program administrative affairs. The ideal candidate must have the ability to independently organize and manage projects as instructed by the Director/Principal Investigator, multitask effectively, and to supervise within a collaborative team environment is essential. Strong communication skills are a critical component of this role. The Administrative Specialist II will report to the Director, collaborate with Team Leaders, and work closely with Blueberry Breeding Program managers, as well as graduate students and other staff members as required. The Blueberry Breeding Research Program is within the University of Florida Horticultural Sciences Department. It is currently housed in building 0906, to include: Fifield Hall 717 as well as several outlying buildings. This program consists of approximately 50+ employees that include faculty, affiliate faculty, doctoral students, postdoctoral associates, staff, undergraduate students and technicians.

Requirements

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

Nice To Haves

This position is stationed in a very busy work environment and is most suited for someone who seeks multi-tasking, enjoys challenges and can function well in a demanding work environment.
Position serves as the representative and spokesperson for the department; incumbent must possess a professional, friendly demeanor and must maintain an excellent attendance record at all times.
Ability to work independently.
Ability to establish work priorities.
Ability to understand and apply pertinent rules, regulations, policies and procedures.
Ability to utilize problems solving techniques.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively verbally and in writing.
Knowledge of personnel and business practices.
Knowledge of UF policies and procedures for HR and fiscal processes.

Responsibilities

Support Director of the Blueberry Breeding Research Program with planning, development and execution of research, teaching and extension programs throughout the state and internationally.
Prepare and maintain confidential files for all department personnel for review and evaluation as needed.
Implement grant projects and policies for efficient departmental function and administration.
Represent the Director to the public, clientele, students, administrators and visitors.
Collaborate with faculty, staff and students with problem resolution.
Makes decisions on how best to address issues, problems and application of departmental policies in the absence of the Director.
Update BBP Directory for department and provide updates to IT Specialist as necessary.
Manage and execute daily operations related to programs activities within the blueberry breeding program.
Keep the Director’s calendar.
Advise the Director of all administrative, policy and day-to-day operations in the program, when Director is out of the office.
Support Director by preparing documents, correspondence, reports, open mail and route accordingly, sending/receiving documents, coordinating events and liaising with collaborators and international growers to help promote future research and development.
Organizes schedules for faculty interviews including making travel and housing arrangements.
Coordinate Seasonal hires and events necessary during harvest season.
Track department accounts and work with Director on department annual and end year fiscal project analysis.
Liaise with IFAS Shared Services (ISS) on department and faculty accounts.
Keep up to date with project parameters and deadlines required.
Support Director and Faculty with Visiting Scholar requirements and Visa processes mandated by state law and IFAS HR including onboarding .
Resolve complex HR issues and serve as point of contact and liaison to the public, collaborators and international interests.
Oversee the processing of graduate students with travel authorities, travel expense reports, UFGo coordination and processing as necessary.
Provide training and understanding of UF systems for travel and conference attendance.
Support faculty and staff in completion of performance evaluation paperwork and forms.
Monitor deadline compliance with HOS HR and IFAS HR.
Submit information needed for processing.
Ensure that all personnel are informed and in compliance with all regulations and policies related to employment and day-to-day performance of duties and tasks.
Work to resolve employee concerns and conflicts.
Work closely with HOS HR and IFAS HR to prepare letters of offer, promotion, draft position descriptions/announcements and help with reclassifications, OPS employee requirements and recruitments and SPI requests.
Prepares and process departmental requests for courtesy faculty appointments and graduate faculty appointments.
Handle most of the purchasing for the blueberry breeding program administrative office, laboratories and graduate student project requirements.
Other duties as assigned.