Administrative Support Assistant III

University of Florida•Gainesville, FL

10h•$24 - $26

About The Position

This position is located within the School of Teaching and Learning administrative unit within the College of Education. This position will report to the Office Manager. The job description includes but not limited to Human Resources processing, Fiscal related processing, Space, Facilities and Asset Management, and other duties as assigned. Duties include: Human Resources Coordination and processes for HR related hiring of adjunct faculty, temporary OPS employees. Assists Office Manager with graduate assistant appointments and HR 600 requests for adjunct faculty. Track graduate assistant evaluations. Maintain the processing of bi-weekly payroll and time approvals for assigned OPS employees. Assist with the onboarding of new faculty. Manage offboarding process for doctoral student graduate assistants each semester including but not limited to collecting departmental assets and keys. Space, Facilities, and Asset Management Support departmental asset management and inventory control. Oversee key control procedures and record keeping ensuring authorized access and security compliance. Liaison for all facility related issues within the department. Opens and secures building doors and restrooms in accordance with daily operating hours. Assist the Office Manager with space allocation processes. Fiscal Responsible for the coordination and purchase of all departmental software, computers, specialized equipment and furniture. Assist with faculty start-up package by tracking and monitoring usage with clear, accurate reporting. In charge of ordering new faculty hire items including business cards, names tags & plates, etc. Oversee spending for dollar limited OPS hires to maintain compliance with funding limits. Assist with purchase orders, travel arrangements, and other fiscal processing responsibilities as needed. Tenure, Promotion and Faculty Evaluation Support Serve as the faculty proxy for the Faculty Excellence and Advancement (FEA) system by developing functional expertise to support and train faculty on entering scholarship and related data. Provide guidance and troubleshooting support to faculty using the FEA system, ensuring accurate and timely completion of required annual and tenure-related entries. Support faculty adoption of FEA during transition period while reinforcing faculty responsibility for ongoing, annual data entry. Miscellaneous Provide team coverage and operation support as needed to ensure continuity of services during staff absence, peak period special project, or as assigned by the Office Manager or School Director.

Requirements

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Nice To Haves

Knowledge of/and experience with Human Resources for personnel payroll procedures, rules, and regulations at UF.
Knowledge of current rules and regulations for UF Finance and Accounting for Enterprise applications at UF.
Knowledge of general office procedures.
Ability to operate computer and multiple software packages, Microsoft office Suite applications, basic office equipment, fax machine, copier, etc.
Ability to establish and maintain effective working relationships.
Ability to interact and represent the department in a professional manner.

Responsibilities

Human Resources Coordination and processes for HR related hiring of adjunct faculty, temporary OPS employees.
Assists Office Manager with graduate assistant appointments and HR 600 requests for adjunct faculty.
Track graduate assistant evaluations.
Maintain the processing of bi-weekly payroll and time approvals for assigned OPS employees.
Assist with the onboarding of new faculty.
Manage offboarding process for doctoral student graduate assistants each semester including but not limited to collecting departmental assets and keys.
Support departmental asset management and inventory control.
Oversee key control procedures and record keeping ensuring authorized access and security compliance.
Liaison for all facility related issues within the department.
Opens and secures building doors and restrooms in accordance with daily operating hours.
Assist the Office Manager with space allocation processes.
Responsible for the coordination and purchase of all departmental software, computers, specialized equipment and furniture.
Assist with faculty start-up package by tracking and monitoring usage with clear, accurate reporting.
In charge of ordering new faculty hire items including business cards, names tags & plates, etc.
Oversee spending for dollar limited OPS hires to maintain compliance with funding limits.
Assist with purchase orders, travel arrangements, and other fiscal processing responsibilities as needed.
Serve as the faculty proxy for the Faculty Excellence and Advancement (FEA) system by developing functional expertise to support and train faculty on entering scholarship and related data.
Provide guidance and troubleshooting support to faculty using the FEA system, ensuring accurate and timely completion of required annual and tenure-related entries.
Support faculty adoption of FEA during transition period while reinforcing faculty responsibility for ongoing, annual data entry.
Provide team coverage and operation support as needed to ensure continuity of services during staff absence, peak period special project, or as assigned by the Office Manager or School Director.