Administrative Specialist II

University of Florida•Gainesville, FL

12d•$50,000 - $60,000

About The Position

The Administrative Specialist manages and implements the administrative functions of the Department. Completes special assignments, compiles confidential information, and prepares reports utilizing this information as required by the Chair and College Administration; Coordinates and prepares Department reports required by various administrative units of the University, including Faculty Assignment Reports, Effort Calculators, Effort Certification, Academic Activities Reporting, Space Reports, etc. Prepares rough drafts of correspondence, announcements, meeting minutes, etc., for the Chair; Disseminates information to department faculty /staff as appropriate; Maintains current information on University policies and procedures, advises faculty and staff on appropriate Departmental, College, University, State, and Federal regulations, and ensures compliance. Coordinates secretarial/clerical personnel and workload in the Department administrative office, establishing priorities and deadlines to support administrative activities, directives of the Chair, and needs of the faculty regarding their teaching, research and service responsibilities; oversees implementation of teaching evaluation procedures for both professional and graduate courses taught by the Department faculty; oversees the peer-review evaluation process for faculty teaching; oversees preparation of all U.S. Citizenship and Immigration Services requests for J visas, including short and long term scholars, exchange visitors and student interns. Oversees planning and coordination of departmental retreats, meetings, assemblies, seminars, and chalk-talks, including choice of venue, catering, and decorations (when appropriate); ensures appropriate notices/invitations are created, distributed, and posted as needed. Supervises and coordinates personnel actions, including personnel recruitment, requests for offer letters, appointments, reviews paylists biweekly, manages time and leave approvals, and salary distribution changes for faculty, postdoctoral associates, graduate assistants, TEAMS employees, and Students/OPS staff. Coordinates and implements faculty appointments on grants in consultation with the Chair and in compliance with UF’s Cost Principles, Cost Accounting Standards, CAS Exemptions, and the OMB Uniform Guidance, and in support of the salary recovery program in the Department. Distributes and implements administrative actions needed to support faculty and staff; coordinates and provides support to faculty members and the Chair for Faculty Annual Evaluations, Promotion and Tenure, Post-Tenure Review, Mid-Term Review, and Salary Pay Plan for Professors. The Administrative Specialist provides quality control review to be sure that documents are complete, error-free, and in order prior to uploading to the On-line Promotion and Tenure system. Supervises the overall activities of the Department budgets and grants, provides advice to the Department and Faculty to ensure compliance with University and Federal Cost Accounting principles and guidelines for expenditure of grant funds, both federal and private; coordinates the compilation of proposals and justifications for Departmental budget requests, including mid-year requests for equipment, supplies and/or other personnel services. Interfaces with the Executive Director of the College and Financial Services Office to support the Department in order to establish and monitor the Departmental budget. Responsible for maintaining Departmental web presence; including public pages under departmental control, updating information daily, or as needed, for web pages under department control, including individual faculty pages, and for maintaining the Connect (intranet) site, which includes current policies, lists, seminar and other time-sensitive information, as well as posting and monitoring surveys as needed for anonymous faculty votes. Assists faculty with the use of these sites as needed for teaching and informational purposes.

Requirements

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

Nice To Haves

Ability to establish and maintain effective working relationships with others.
Ability to work independently, meet deadlines, and make decisions.
Ability to effectively communicate verbally and in writing.
Knowledge of University, HSC, IFAS, and CVM regulations and policies.
Ability to collect, evaluate, and analyze data.
Ability to prepare correspondence and administrative reports.
Ability to coordinate assignments and manage personnel.
Knowledge of administrative principles and practices.
Knowledge of and familiarity with personnel, payroll, international travel, immigration procedures and forms, contracts and grants, and professional and graduate education.
Knowledge of, and ability to use, computer applications such as Microsoft Word, Excel, Publisher, PowerPoint; Corel WordPerfect, Quattro, and Paint Shop Pro; EndNote; Adobe Acrobat, PhotoShop, In Design and PageMaker; WordPress

Responsibilities

Manages and implements the administrative functions of the Department.
Completes special assignments, compiles confidential information, and prepares reports.
Coordinates and prepares Department reports required by various administrative units of the University.
Prepares rough drafts of correspondence, announcements, meeting minutes, etc., for the Chair.
Disseminates information to department faculty /staff as appropriate.
Maintains current information on University policies and procedures, advises faculty and staff on appropriate Departmental, College, University, State, and Federal regulations, and ensures compliance.
Coordinates secretarial/clerical personnel and workload in the Department administrative office, establishing priorities and deadlines to support administrative activities, directives of the Chair, and needs of the faculty regarding their teaching, research and service responsibilities.
Oversees implementation of teaching evaluation procedures for both professional and graduate courses taught by the Department faculty.
Oversees the peer-review evaluation process for faculty teaching.
Oversees preparation of all U.S. Citizenship and Immigration Services requests for J visas, including short and long term scholars, exchange visitors and student interns.
Oversees planning and coordination of departmental retreats, meetings, assemblies, seminars, and chalk-talks, including choice of venue, catering, and decorations (when appropriate); ensures appropriate notices/invitations are created, distributed, and posted as needed.
Supervises and coordinates personnel actions, including personnel recruitment, requests for offer letters, appointments, reviews paylists biweekly, manages time and leave approvals, and salary distribution changes for faculty, postdoctoral associates, graduate assistants, TEAMS employees, and Students/OPS staff.
Coordinates and implements faculty appointments on grants in consultation with the Chair and in compliance with UF’s Cost Principles, Cost Accounting Standards, CAS Exemptions, and the OMB Uniform Guidance, and in support of the salary recovery program in the Department.
Distributes and implements administrative actions needed to support faculty and staff; coordinates and provides support to faculty members and the Chair for Faculty Annual Evaluations, Promotion and Tenure, Post-Tenure Review, Mid-Term Review, and Salary Pay Plan for Professors.
Provides quality control review to be sure that documents are complete, error-free, and in order prior to uploading to the On-line Promotion and Tenure system.
Supervises the overall activities of the Department budgets and grants, provides advice to the Department and Faculty to ensure compliance with University and Federal Cost Accounting principles and guidelines for expenditure of grant funds, both federal and private.
Coordinates the compilation of proposals and justifications for Departmental budget requests, including mid-year requests for equipment, supplies and/or other personnel services.
Interfaces with the Executive Director of the College and Financial Services Office to support the Department in order to establish and monitor the Departmental budget.
Responsible for maintaining Departmental web presence; including public pages under departmental control, updating information daily, or as needed, for web pages under department control, including individual faculty pages, and for maintaining the Connect (intranet) site, which includes current policies, lists, seminar and other time-sensitive information, as well as posting and monitoring surveys as needed for anonymous faculty votes.
Assists faculty with the use of these sites as needed for teaching and informational purposes.