Administrative Specialist II

Classification Title:

Administrative Specialist II

Classification Minimum Requirements:

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

Job Description:

Department Operations

• Serve as the office manager and primary administrative contact for department operations.
• Coordinate administrative workflows between the department, CLAS Shared Services Center, CLAS Research Office, CLAS HR, UFHR, and other university offices.
• Provide administrative support and guidance to the Chair, faculty, staff, students, visitors, and college and university offices regarding department processes and procedures.
• Monitor the status of department administrative actions and follow up with appropriate parties to ensure timely completion.
• Assist with planning and coordination of department deadlines and recurring administrative processes.
• Maintain department records and documentation related to administrative, fiscal, HR, and research activities.
• Coordinate with the SSC to ensure department requests are submitted with complete and accurate information.
• Work with the Chair, faculty, and staff on space allocation and asset inventory and management.

Fiscal Administration

• Coordinate department fiscal transactions with the CLAS Shared Services Center, including purchasing, travel, reimbursements, p-card transactions, and other department financial activity.
• Review and/or process department fiscal requests for completeness, accuracy, and alignment with UF, CLAS, and department requirements.
• Track and monitor department spending, commitments, and pending fiscal activity.
• Work with the Chair and faculty to gather information needed for financial reports, budget planning and projections, and expense reviews and reconciliations.
• Review financial activity and assist with resolving discrepancies or outstanding items.
• Coordinate with faculty and staff to ensure financial transactions are processed timely and appropriately.
• Maintain department-level records of fiscal activity, commitments, and approvals.
• Serve as a liaison between the department and SSC regarding fiscal questions, documentation needs, and transaction status.

Research Administration

• Serve as the department contact for research administration processes and sponsored project support.
• Interface with the CLAS Research Office regarding research-related actions, documentation, and workflow needs.
• Assist faculty with gathering information and documentation needed for proposal, award, and post-award activities.
• Provide reports and information to faculty using UF systems, including UFIRST and other applicable tools.
• Monitor grant-related fiscal and appointment activity in coordination with faculty and the SSC.
• Coordinate with faculty and college offices regarding summer appointments, payroll distributions, and effort.
• Review and provide guidance to faculty regarding effort reports and sponsored project administrative requirements.

Human Resources Administration

• Provide administrative support for department human resources activities and personnel processes.
• Coordinate with faculty, staff, CLAS HR, UFHR, and the SSC regarding appointments, payroll distributions, and other personnel actions.
• Gather and review appointment information for completeness before submission for SSC processing.
• Coordinate graduate assistant, teaching, fellowship, grant-funded, and other applicable appointments with the appropriate department and college contacts.
• Proactively monitor payroll distributions and make corrections or changes as needed throughout the fiscal year.
• Monitor time approval activity for accuracy and timeliness and follow up with supervisors or employees as needed.
• Serve as a department liaison regarding CLAS and UFHR policies, procedures, and deadlines.
• Support department tenure and promotion activities, including tracking deadlines and coordination of administrative requirements.

Expected Salary:

The salary is $53,000-62,000.

This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave.

Required Qualifications:

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

Preferred:

• Experience coordinating administrative operations in an academic, research, or university setting.
• Experience working with shared services, centralized business operations, or similar administrative support models.
• Knowledge of UF fiscal, human resources, travel, purchasing, payroll, and research administration processes.
• Experience using UF systems such as myUFL, UFIRST, UFGO, Enterprise Analytics, or similar administrative systems.
• Experience coordinating fiscal, HR, research, and operational workflows across multiple stakeholders.
• Ability to interpret policies and procedures and communicate them clearly to faculty, staff, and students.
• Strong organizational, communication, and follow-up skills.

Special Instructions to Applicants:

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references.

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

This requisition has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required:No.