OPS Administrative Assistant II

University of Florida•Gainesville, FL

9d•Onsite

About The Position

This position provides administrative and human resource support, including processing new hires, managing job edits, reviewing time and labor, and assisting with payroll distributions. The role also involves travel and fiscal support, such as processing travel authorizations and expense reports, and reviewing applications for travel and conference funds. Additionally, the Administrative Assistant II will support the Director for Human Resources with various tasks, coordinate space inventory, and manage miscellaneous administrative duties like online directory upkeep and supply orders. The position requires cross-training to assist in all office areas during peak workloads.

Requirements

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

Nice To Haves

Bachelor’s degree
Understanding of the necessity and value of accuracy and attention to detail
Ability to process information with high levels of accuracy
Effective communication skills
Ability to manage multiple concurrent projects and make effective judgment to prioritize assignments
Knowledge and ability to use office support tools, e.g., excel spreadsheets, organization charts and e-mail communication
Ability to work with a variety of individuals in a constructive and collaborative manner
Knowledge of office administration
Ability to carry out ongoing office administration tasks effective and efficiently in support of UF Research
Ability to meet or exceed employee needs and provide excellent service in a direct or indirect manner
Maintain confidentiality of all information entrusted to this position
Ability to work effectively as part of a team

Responsibilities

Assists in processing new hires (OPS, Volunteers, TEAMS, Student Assistant, Graduate Assistant, Fellows and foreign national) including posting positions, processing background checks, performing pre-hire experience verifications, and completing necessary new hire paperwork, ensuring new hires are processed following university, state and federal regulations.
Process various job edits, reclassifications, changes in FTE, reclassifications, non-renewals, terminations/resignations and leave cash-outs.
Maintain and track positions within UF | Research, ensuring position descriptions and position numbers are properly assigned and maintained.
Review time and labor for an assigned portfolio of departments on a bi-weekly basis through review of timesheets, leave applications and paylists.
Assist in managing and retaining leave calendar and applications, and processing various payroll-related actions as-needed.
Process and update payroll distributions, ensuring information entered is accurate and has necessary backup, as needed.
Assist in distributing mail and securing UF | Research’s offices, daily when assigned.
Serve as one of UF | Research’s point of contacts for travel processing through providing assistance in creating travel authorizations, booking travel, and initiating expense reports.
Review applications for graduate student requests for travel funds and faculty requests for conference funds. This includes ensuring all eligibility criteria is met, drafting letters for the Vice President for Research’s approval, and disseminating letters to applicants.
Perform a variety of duties as assigned by the Director of Human Resources according to daily needs and operation of UF | Research, Personnel Services. This includes performing errands, scheduling, reporting services/repairs, distributing mail, and performing special projects as assigned.
Assist in coordinating space inventory interviews with department staff.
Responsible for entry into UF’s Space Inventory and Allocation System, ensuring all departmental space is accurately coded and accounted for.
Responsible for online directory upkeep, calendar maintenance, state vehicle reservations, supply orders, GatorOne ID authorizations, creation of UFID’s and affiliations for external researchers.
The Administrative Assistant will be cross-trained to assist in all areas of the office during peak workload periods.