Administrative Spec II

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531649&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531649

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support

Department: 70010000 - FPC-FAC / PLAN / CONSTR-ADMIN

Classification Title:

Administrative Specialist II

Job Description:

Fiscal Operations and Administrative Support: Oversee day-to-day monitoring of financial

operations and process management for the department. Evaluate, develop, and implement process

improvement initiatives to streamline administrative workflows to improve efficiency and ensure compliance

with university policies. Maintain standard procedures for various fiscal matters such as p-card, purchasing,

requisitions, travel, and employee distributions. Manage the department's operating budget and oversee all

expenditures, ensuring they align with the allocated budget and departmental goals. Work with

administrative staff to ensure compliance with university policies and guidelines, including the

implementation of separation of duties in fiscal operations. Ensure that employee distributions are

accurately entered and processed. Provide support in tracking and billing projects related to Auxiliary

operations, ensuring accuracy and timeliness.

Assist with project intake coordination. Will work closely with Directors and clients on verifying

accurate information on project requests, including: project justification; project location (site, building &

room numbers); project scope of work; funding sources (coordinate with CFO’s office or designee);

Education Plant Survey/EPS needs (coordinate with Business Affairs Technical Services Department);

proposed space use requirements; potential project cost (working with PDC pre-construction); Master Plan

implications; and other specialties (exterior signage, branding, artwork). Position will facilitate

communication between project stakeholders, including clients and project managers, to ensure seamless

project execution.

Organize and schedule monthly meetings for programming and design review committees. These

committees include Land Use, LVL (Lake, Vegetation & Landscape); Preservation and ARC (Architectural

Review Committee). Facilitate communication by serving as a central point of contact for committee

members, addressing inquiries, providing updates, and facilitating communication both within the

committee and with external stakeholders. Record and distribute meeting minutes to committee members

and following up as necessary.

Will serve as the primary administrative contact for the department. This will include managing the

renewals for software licenses for UFIT, managing departmental assets and certifying annual space Will

be the primary Department Security Administrator (DSA), responsible for managing system security roles,DocuSign Envelope ID: AEF72DAC-6EC2-45A7-B92C-10DD40453F7D

system access permissions, and compliance with security policies and regulations at the University (to

include separation of duties).

Responsible for supporting the AVP and Directors in prioritizing tasks, establishing deadlines, and

overseeing daily office operations to ensure efficient workflow and productivity. May involve identifying

tasks and projects that are most critical to the Department's objectives and ensuring the AVP/Directors are

aware. Tracking deadlines includes reports due to the Board of Governors, Board of Trustees and UF

Administration.

Collects information and data to assist in the creation of reports, presentations, and written

documents. Will require collaboration between various departments to ensure all necessary information

and documentation is collected timely.

Work hours - Monday through Friday, 08:00 a.m. to 05:00 p.m. Work hours and days may vary with assignments and workload.

May be on-call during adverse weather conditions-May be available for evening and weekend

meetings and events.

A criminal background will be conducted.

Drives a state vehicle that requires a valid Driver License.

Expected Salary:

$54,000- $60,000 based on experience.

Minimum Requirements:

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

Preferred Qualifications:• Knowledge of administrative and office management principles and practices

• Proficiency with computers and basic software applications such as Excel and PowerPoint.

• Working knowledge of PeopleSoft and other UF applications

• Highly organized individual to manage deadlines

• Strong background in fiscal operations such as purchasing, UF Go and Asset Management.

• Demonstrated planning, organization, and communication skills (verbal and written)

• Demonstrated customer service skills & intrapersonal skillsDocuSign Envelope ID: AEF72DAC-6EC2-45A7-B92C-10DD40453F7D

• Knowledge of managing office budgets, preparing budget reports and different funding source restrictions.

• Demonstrated ability to prepare, proof, and edit correspondence and administrative reports

• Demonstrated ability to understand and apply applicable rules, regulations, policies, and procedures and

communicate same to others

• Demonstrated ability to work independently

Special Instructions to Applicants:

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

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

Health Assessment Required:No

Advertised: 20 May 2024 Eastern Daylight Time

Applications close: 03 Jun 2024 Eastern Daylight Time