Administrative Specialist

University of North Florida, United States

Updated: about 20 hours ago

Location: Jacksonville, FLORIDA

Job Type: FullTime

Deadline: ;

Posting Details
Position Information

Job Title	Administrative Specialist
Position Number	336480
Requisition Number	B08785
Position Type	Support Staff Non Exempt
Class Code	5123
Time-limited through	NA
Type of Appointment	Full-Time
Faculty Position Sub-Type	N/A
Length of Appointment	N/A
Internal Recruitment?	No
Working Hours	40 hrs/week 8:00am-5:00pm
Department	CCEC Dean's Office
Organization	COLLEGE OF COMPUTING, ENGINEERING, & CONSTRUCTION
Division	Academic Affairs - DIV
College	College of Computing, Engineering and Construction
Approved Hiring Salary Range	$33,926.40
Pay Basis	Annually
Equal Opportunity	In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion. The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida is an Equal Opportunity Employer and does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.
Carnegie	UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.
Faculty Initiatives	The University of North Florida promotes the quality and effectiveness of education and strives to maintain the highest standards of academic excellence in all phases of instruction, research/scholarship/creative activity, and service.
General Description / Primary Purpose	The Administrative Specialist is a member of the College of Computing, Engineering & Construction (CCEC) and reports to the Business Operations Manager of the College of Computing, Engineering and Construction at the University of North Florida. The main duties of this role involve providing administrative assistance to all faculty members within the college.

Essential Duties

Job Function	80% Provide necessary administrative support to all CCEC faculty who have received grant funding. In this capacity, the administrative specialist will work collaboratively with faculty or principal investigators to process invoices and consult with faculty to ensure that all goods and services are received as needed. Additionally, this position will assist with electronic personnel action forms for both undergraduate and graduate student employment, OASys processing, and will help with faculty hiring processes for Post Doc and Research Engineers. The program assistant will also coordinate timecard approval for student assistants and process tuition and stipend requests. Other essential responsibilities include processing Pcard reports and inputting Travel and Expense reports in Concur. The program assistant must be knowledgeable about UNF policy and is expected to read and follow university documents on policy and procedures for internal purposes. This role requires the maintenance of up-to-date and accurate files, records, and administrative documents. In addition, this position will consult with faculty as well as college/grant staff regarding orders and transactions processed. This position is also responsible for submitting requisitions, change orders, independent contract agreements, direct pay invoices and iContracts associated with purchases to ensure that compliance with all relevant regulations is observed. It is essential that the administrative specialist can plan and arrange domestic as well as international travel arrangements and adhere to UNF policies for such expenditure. 15% As a part of our team, you will have the opportunity to perform a diverse range of administrative tasks for the college. Your responsibilities will include answering phone calls, scheduling meetings and welcoming guests to the office. In addition, you will be expected to provide support for ongoing research and creative activity projects, troubleshoot issues and refer project leaders to relevant staff as needed. Efficiency and good time management skills will be essential as you work on multiple projects independently. It will also be important to maintain meticulous records and ensure that all college files are organized and audit-ready. To achieve this, you will use the University’s imaging system to keep track of and summarize these documents. You will be responsible for reviewing forms, reports and other pertinent paperwork.
Percentage Of Time	100

Job Function

80% Provide necessary administrative support to all CCEC faculty who have received grant funding. In this capacity, the administrative specialist will work collaboratively with faculty or principal investigators to process invoices and consult with faculty to ensure that all goods and services are received as needed. Additionally, this position will assist with electronic personnel action forms for both undergraduate and graduate student employment, OASys processing, and will help with faculty hiring processes for Post Doc and Research Engineers. The program assistant will also coordinate timecard approval for student assistants and process tuition and stipend requests.
Other essential responsibilities include processing Pcard reports and inputting Travel and Expense reports in Concur. The program assistant must be knowledgeable about UNF policy and is expected to read and follow university documents on policy and procedures for internal purposes. This role requires the maintenance of up-to-date and accurate files, records, and administrative documents. In addition, this position will consult with faculty as well as college/grant staff regarding orders and transactions processed.
This position is also responsible for submitting requisitions, change orders, independent contract agreements, direct pay invoices and iContracts associated with purchases to ensure that compliance with all relevant regulations is observed. It is essential that the administrative specialist can plan and arrange domestic as well as international travel arrangements and adhere to UNF policies for such expenditure.
15% As a part of our team, you will have the opportunity to perform a diverse range of administrative tasks for the college. Your responsibilities will include answering phone calls, scheduling meetings and welcoming guests to the office. In addition, you will be expected to provide support for ongoing research and creative activity projects, troubleshoot issues and refer project leaders to relevant staff as needed. Efficiency and good time management skills will be essential as you work on multiple projects independently. It will also be important to maintain meticulous records and ensure that all college files are organized and audit-ready. To achieve this, you will use the University’s imaging system to keep track of and summarize these documents. You will be responsible for reviewing forms, reports and other pertinent paperwork.

Percentage Of Time

100

Posting Detail Information

Marginal Functions	05% Marginal Duties: Email documents; distribute department mail; run on campus errands; photocopy documents.
Required Qualifications	A Bachelor’s degree from an acceptable accredited institution in a directly related area of specialization; or a high school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Faculty Position Required Qualifications	N/A
Departmental Requirements	Demonstrates proficiency in effectively managing a multitude of administrative tasks. Possesses a strong ability to work independently, while maintaining clear and effective communication skills for both oral and written reports. Proficient in interacting with the public in a professional manner. Exhibits knowledge of computer and software practices, as well as a deep understanding of office procedures. Possesses excellent mathematical processing skills. Quick to learn and adept in using enterprise software and other UNF computer systems, while staying well-informed on university policy and procedure documents.
Statement(s) of Understanding Definition	This position requires a background check. In conjunction with the University’s policy, this position may also require a credit check. The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator.
Required Licensure or Certification	None
Machines/Equipment used regularly	90% computer/printer/scanner 10% telephone
Anticipated Start Date	05/11/2024
Job Posting Date	04/08/2024
Application Review Date	04/19/2024
Application Deadline
Open Until Filled	No
Point of Contact Information	Nida Rogers, 904-620-5146
Hiring Official	William Klostermeyer
Location if not Jacksonville	Jacksonville, FL
Special Instructions	Applicants must complete an online application, as well as upload supplemental documents, at www.unfjobs.org in order to be considered for this position. Applicants who do not apply online and/or upload all the required documents will not be considered for this position. Once you submit both your completed application and uploaded documents you will receive a confirmation number. Keep the confirmation number for your records. If you have any questions about this position, please contact Nida Rogers at (904) 620-5146, or [email protected]. Initial review of applications will begin on April 19, 2024.
Quicklink	https://www.unfjobs.org/postings/27301

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