Business Admin Specialist I

University of Florida • Gainesville, FL

2d

About The Position

This role provides essential support across various operational functions, including fiscal transaction processing, computer hardware support, order tracking, customer service, auxiliary business operations, human resources, administration, and account reconciliations. The specialist will be responsible for preparing and submitting requisitions, tracking purchase orders, processing invoices, preparing journal entries, and maintaining financial documentation. They will also track computer hardware orders, coordinate with the CTS ticketing system, and ensure timely communication with customers and vendors. Additionally, the role involves backup support for auxiliary billing, receivables, HR functions (time approvals, paylist reviews, hiring, terminations), and general administrative tasks for leadership. A key responsibility includes performing monthly Tier 1 account reconciliations for various fund types, researching discrepancies, and ensuring compliance with fiscal controls and audit requirements.

Requirements

• High school diploma or equivalent and one year of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

• Experience with requisitions, purchase orders, accounts payable, and fiscal transaction processing.
• Familiarity with myUFL or similar enterprise financial systems.
• Strong organizational and time management skills with the ability to manage high-volume workloads.
• Excellent customer service and communication skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Attention to detail and ability to follow established procedures.
• Ability to work effectively in a team environment.

Responsibilities

• Prepares and submits bulk request requisitions for desktop, laptop, and peripheral hardware in compliance with UF Purchasing guidelines.
• Assists in tracking purchase orders and ensuring timely processing.
• Reviews and processes invoices for payment through accounts payable.
• Prepares journal entries and ensures accurate entry into myUFL.
• Maintains documentation, verifies accuracy of financial data, and resolves discrepancies.
• Tracks computer hardware orders from requisition through delivery (utilizes CTS ticketing system).
• Communicates regularly with CTS regarding order placement, fulfillment status, and issue resolution.
• Follows up on delays, missing documentation, or outstanding approvals.
• Ensures strong customer service and timely communication.
• Provides backup support for auxiliary billing processes, receivables tracking, and documentation.
• Maintains auxiliary transaction records and supports audit compliance.
• Collaborates with internal customers on auxiliary processing needs.
• Ensures accurate billing data, documentation, and adherence to UF compliance standards.
• Provides backup for time approvals, paylist reviews, hiring, position updates, terminations, and reporting.
• Provides assistance to leadership with event management and various other administrative tasks.
• Performs monthly Tier 1 reconciliations for state, cash-based, and auxiliary funds.
• Researches discrepancies and coordinates corrections.
• Maintains reconciliation documentation for audit readiness.
• Ensures compliance with UF fiscal controls and policy requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED