Administrative Spec I

Administrative Spec I

Administrative Responsibilities

Manage the Director’s calendar. Advise the Director of all administrative, policy and day-to-day operations in the department, when Director is out of the office. Assist Director and Chair by preparing documents, correspondence, reports, open mail and route accordingly, sending/receiving fax documents, preparing spreadsheets summarizing departmental resources and assets for policy development and follow through. Organizes schedules for faculty interviews including making travel and housing arrangements. Remind staff and faculty to submit required reports and forms on a timely basis. Schedule and process annual reviews for all Chair’s direct reports; including statewide travel coordination. Serve as backup receptionist.

Interpret/advise faculty statewide on UF/IFAS policies/procedures. Keep faculty and staff informed of policies and regulations pertaining to the University of Florida and state system.

Manage all travel logistics for the Director and travel companions, as needed. Manage and coordinate all aspects of the Director’s schedule on multiple calendars. Schedule and maintain the calendar of appointments and events as well as those meetings in and away from the office, all conference calls and video-conferencing, meetings, seminars and retreats as needed. Receive and maintain confidential or sensitive information. Organize and maintain program files for the Director (paper and electronic, Dropbox, OneDrive, SharePoint, etc.).

Human Resources Liaison

Serve as main point of contact for campus HR and business partners and provide guidance to staff and supervisors regarding human resource issues as they arise. Monitor and ensure compliance with federal, state, and local employment laws and regulations, and recommends best practices; reviews and modifies policies and practices to maintain compliance. Process hire paperwork for all new employees, faculty, staff, GA, OPS, etc. Attend monthly IFAS HR Liaison meetings and UFHR monthly HR Forums, shares information on changes and upcoming events and initiatives. Stays abreast of human resources trends, maintains current knowledge of human resources procedures. Consults and guides leadership regarding human resources best practices.

Assist faculty with monitor deadline compliance with IFAS HR. Submit information needed for processing GatorOne/UF ID cards for staff and faculty. Ensure that all personnel are informed and in compliance with all regulations and policies related to employment and day-to-day performance of duties and tasks. Serve as the point contact for search and screen communications between department and candidates. Interact with faculty concerning workloads. Work with faculty and staff on FMLA matters. Work to resolve employee concerns and conflicts. Backup for other administrative staff including asset management, key distribution and graduate student matters in GIMS.

Oversee central leave system and verify leave activity reports, coordinate and process tenure and promotion and SPP materials for faculty. Responsible for all items related to Time and Labor including but not limited to; time entry when necessary, backup approver, review preliminary and final payroll lists to ensure accuracy. Coordinates annual department faculty and staff evaluations and schedules with Center faculty and Center Directors. Work closely with IFAS HR to prepare letters of offer, position descriptions/announcements and assist with reclassifications and SPI requests. Prepares and processes departmental requests for courtesy faculty appointments and graduate faculty appointments; including votes. Assist with preparation and submission of outside activities disclosure reports.

Fiscal Responsibilities

Track department accounts and work with Director of the Plant Transformation Center on annual budget. Liaise with IFAS Shared Services (ISS) on department and faculty accounts. Assist Director with travel arrangements and reconciliation, budgeting for grant proposals and liaise with Office of Research, Division of Sponsored Programs, etc. Annually updates staffing plan and budget.

Track budget expenditures and monitor University accounts. Assist faculty with submission of purchases. Verify purchasing card charges and employee reimbursements for the Associate Dean and APLs.

Other related duties as required.

Commensurate with education and experience

Bachelor's degree; or an equivalent combination of education and relevant experience.

Bachelor’s degree preferred in education, business, information technology or related field.

1. Ability to work productively independently, to solve problems, and to prioritize tasks in order of importance.

2. Knowledge of university and state rules and regulations with regard to processing purchasing card transactions and documents.

3. Communication skills in the spoken and written word.

4. Customer-service driven approach to the position.

In order to be considered, you must upload your cover letter, resume and references. 

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