Administrative Spec II

Administrative Spec II 

Oversees complex human resources functions, including managing new hire requests, terminations, and other personnel changes for unit (approx.170 employees/yr) as needed.  Independently reviews personnel files and list of active personnel to ensure accuracy. Monitoring unit’s time input and approval is completed by established deadlines, and assists employees as needed with time entry or corrections. Reviewing preliminary and final payroll paylists for accuracy and submits final paylist for approval by budget manager with notes on any discrepancies and expected rectification of discrepancies. The specialist also manages all requests for special pay increases, nepotism forms, and payroll correction forms as needed. Communicates with new faculty and HR throughout the hiring process to ensure a smooth onboarding process so that faculty feel welcomed and prepared for their new position. This includes developing a welcome packet of information about the trainings required to gain access to the UF Systems needed. Coordinates with Facilities Specialist and IT Professional on office equipment and furniture needs ahead of the new faculty start date. Coordinates with IFAS Shared Service Center to ensure faculty are introduced to their financial processors to become familiar with appropriate processing procedures. Manages the unpaid J-1 visiting scholar submissions for the unit. This includes composing J-1 invitation letters and ensuring all necessary documents are provided to the International Center for application processing. Advises prospective unpaid J-1 visitors with the DS-2019 application process as needed. Initiates J-1 program amendments. Maintains files on paid J-1 visitors and coordinates with the IFAS Shared Service Center on management of paid J-1 documentation. Updates department listservs and MS Teams as employees are hired or terminated.

Provides advanced administrative support for the Department Chair. This includes calendar management, composing, reviewing, and/or editing correspondence, other documents, and presentations. Coordinates Chair travel arrangements and documentation submission for travel authorization and reimbursement. Assists Chair with planning and coordination of faculty meeting schedules and agendas. Coordinates scheduling of annual faculty evaluation process for Chair. Coordinates scheduling of cultivar release committee meetings as needed. Drafts memos for cultivar release committee. Independently creates guides for chair and faculty to know their responsibilities for cultivar releases. Assists as needed with other special projects of the chair. Provides expert administrative support to Department Chair in the Tenure and Promotion process. Independently creates guides for chair and faculty to know their responsibilities for T&P. Tracks items needed to successfully complete the T&P process, ensuring deadlines are met. Assists Chair with finalizing list of external reviewers. Keeps track of quality of past review letters, communicates with identified external reviewers to solicit review letters and biosketches as needed. Organizes faculty votes, uploads documents to OPT system. Assists Chair and Search Committees with faculty searches. Independently creates guides for chair and faculty to know their responsibilities for recruitment, hiring, onboarding. Redacts and organizes candidate applications for initial review by search committee to foster an inclusive hiring process. Works with Chair, Budget Manager and Search Committee to determine information needed to draft necessary forms for new position creation and approved position announcements. Posts job announcements to identified venues for recruitment for positions. Coordinates schedules with IFAS Deans and Administration to establish itineraries for faculty candidate interview. Manages travel accommodations as needed for faculty candidates as well as meeting rooms for interviews and any food accommodations for those meetings to assist the search committee chair to finalize agenda. Creates virtual meeting links for candidate interviews, edits seminar recordings and distribute them to department. Develops evaluation surveys for candidates and compiles results for chair and search committee. Maintains and organizes departmental committee lists. Updates committees with new members as needed. Collaborates with chair and new faculty members in establishing mentoring committees and course peer-evaluation committees. Sends out invitations and instructions to new mentoring and peer-evaluation committee members. Coordinates and compiles annual departmental publication list for submission to IFAS. Collects information and prepares materials for use in management or departmental discussions/meetings for decision-making purposes. Interprets policies, procedures, rules and regulations, and provides input into development of new policies and processes. Maintains confidential information.

Manages Agronomy office staff by establishing work priorities, sets deadlines, and managing daily office operations.  Supports Fiscal Asst and receptionist, providing coverage on an as-needed basis. Overseeing individuals that manage space allocations and complete the annual space allocation report for unit.

 Manages distribution of departmental keys and provides passcode access for rooms in McCarty Hall B and D. Manages Lenel secure keycard access for the department’s teaching greenhouse (enters approx. 250 students into system for access annually). Supervises any OPS/student receptionist position and ensure they are trained in their areas of responsibility, which includes answering departmental phone line, managing incoming mail, restocking supplies, and assisting visitors to the department with a variety of needs. Serves as point of contact for vendors and public inquiries. During any periods where the department does not have a receptionist, this position assumes those duties.

Performs other related duties as required to ensure smooth, productive flow of business.  

Commensurate with education and experience

Bachelor’s degree and three years of appropriate experience; or an equivalent combination of education and experience.

• Knowledge of standard business formats.
• Knowledge of computers including software such as Microsoft Office, PeopleSoft, and Web software.
• Knowledge of basic office procedures, filing systems, basic math, and the ability to perform mathematical calculations.
• Knowledge of videoconferencing.
• Ability to review and compile data for accuracy and completeness.
• Ability to work independently.
• Ability to understand and apply UF/College/Dept. applicable rules, regulations, and procedures.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Bachelor’s Degree in Environmental Studies, Agronomy, Horticulture, or a related field.

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

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