Administrative Assistant I

Administrative Assistant I

The Department of Religion seeks an Administrative Specialist I to serve as the administrative, academic, HR, and fiscal staff member supporting the faculty and graduate students. This position is the chair's principal assistant, provides academic support to the graduate and undergraduate student coordinators, and coordinates other various administrative activities. These administrative activities include the management of facilities and inventory, management of human resource functions, interpretation of applicable laws, regulations, and procedures to ensure compliance, serving as a contact for other university units, management of budgets and other fiscal matters, and coordination of promotion and tenure process. Duties and responsibilities include, but are not limited to:

Administration: Provides advanced administrative support to the Chair of the Department regarding administrative matters, including tracking and monitoring the departmental budget accounts and operating expenses. faculty startups, chair research funds, Foundation, and other departmentally controlled funds, in addition to other personnel, and academic matters. Coordinates with the Chair on the development of the department budget. Responsible for interpreting and ensuring the department complies with Federal, State, University, and College policies and procedures. Responsible for preparing and submitting faculty administrative reports (including faculty assignment reports, annual activity reports, academic activity reports, and effort reporting), as well as updating and maintaining departmental space allocation and departmental assets and attractive items. Coordinates Tenure and Promotion process. Assists with faculty searches by posting ads, managing applications, preparing, and distributing notifications in the system. Maintains confidential and/or sensitive information, departmental attractive items and assets, and act as software licensing liaison.

Reception and General Duties: Responsible for the daily operation of the Department. Greets and routes visitors, answers and directs incoming calls, and distributes mail. Submits work orders to Facilities Services and maintains key inventory. Responsible for maintaining the website and listserv, as well as some transactional work on the department newsletter.

Fiscal: With the assistance of CLAS SSC prepares and analyzes monthly budget reports to reconcile fiscal expenditures. Manages the departmental PCard, prepares receipts, and reconciles for approval by CLAS SSC. Uses MyUF Marketplace to order office supplies and technology, submit purchase orders and requisitions, and process invoices. With the implementation of UF GO, assists faculty in creating and processing travel requests and reports (including general reimbursements) and using the departmental p-card to make travel arrangements on the faculty member’s behalf. Assists CLAS SSC with the processing of honoraria for guest speakers. Collaborates with the department chair on the creation of summer budget proposals. Submits and monitors requests to CLAS SSC for other miscellaneous requests.

Human Resources: Processes all departmental hires, terminations, and leave requests in conjunction with CLAS SSC. Drafts adjunct faculty and graduate student letters of appointment for review and signatures and ensures they are following state and university policies. Provides authorization for Gator1 Identification card. Review time and labor entries for the department and follow up with individuals to make any necessary corrections or to obtain approvals. Checks and manages payroll distributions and payroll reports for accuracy.

Academic Activities: Provides support to the unit's undergraduate and graduate programs. Responsible for collecting, reviewing, and submitting courses for scheduling each semester. Assists students with registering for classes, as necessary. Assists faculty with textbook orders and ordering instructor desk copies from publishers. Manages departmental controls on courses. Provides reports for Graduate Coordinator and Graduate Committee from multiple agencies (Registrar, College, etc.). Responsible for notifying instructors about grading procedures and academic deadlines. Responsible as departmental Grade Coordinator for ensuring that all grades are entered by posted deadlines and for entering grades for non-classroom sections, doctoral, masters, advanced research, and individual work courses.

Graduate Student Support: Provides support to the Graduate Admissions Committee with the admissions process. Creates and processes letters of appointment for new and returning graduate students. Inputs tuition waivers. Reviews student's academic progress in conjunction with the Graduate Coordinator, processes and saves graduate student evaluations, schedules rooms and equipment for oral exams, and registers graduate students for courses. Processes degree candidacy documents, degree certification, and create and maintain all academic files.

Other duties as assigned. 

UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings) and 1st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at Visit Gainesville .

The salary range is $18.00 - $21.00 per hour, commensurate with qualifications and experience, and the compensation includes a full benefits package.

High school diploma or equivalent and one year of relevant experience.

• Knowledge of PeopleSoft, UF GO, and UF procedures and regulations.
• Excellent oral and written communication skills.
• Ability to work independently.
• Detail oriented.
• Knowledge of University procedures and policies related to this position. 
• Knowledge and ability to work well with departmental offices in the college and on campus; ability to establish and maintain effective and productive working relationships with others.
• Proficient in using specific computer software programs (i.e., Microsoft Office, including Excel, Outlook, Word).
• Familiar with rules pertaining to the confidentiality of student records.
• Ability to work independently or under limited supervision.
• Ability to plan, organize and coordinate work assignments in order of importance.

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.