Job Information
University of Florida Administrative Spec II in Gainesville, Florida
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