Administrative Support AST II

: The Department of Pharmacology and Therapeutics is a vibrant group of faculty, staff, and trainees. The Department is seeking a motivated and skilled candidate to promote an organizational culture of success, creativity, and innovation by being responsible for the Departments fiscal operations. In addition to these technical skills and roles, the incumbent must be a highly organized and motivated individual. Fiscal

• Invoices: Confirms receipt of goods/services with Department members and serves as a Level 1 processor within myUFMarketplace.

• Purchase Orders: Primary initiator of purchase orders in myUFMarketplace for the Department. Ensure all recurring/service Pos are in place at the start of each fiscal year. Monitors and reviews transactions processed against the Open Encumbrance Summary Report monthly. Submits change requests as needed, and finalizes Pos once the items/services are received.

• Procurement Cards (Pcard): Reconcile Pcard transactions for the whole department. Ensure all charges are allowable from designated sources of funds, all back-up documentation is provided, along with any approvals if needed. Verify compliance of spend and budget justifications are appropriate.

• IT Billing: Review monthly billing invoices for computing devices and port fees to ensure accuracy (update and alert to unexpected costs) and pay on appropriate chartfields.

Travel

• Travel Entry: Prepares myUFL Travel Authorizations and Travel Expense Reports, as needed for the Department. This also includes processing travel for visitors and special events. This position will hold a “Delegate” role with the launch of the new UF GO travel system for originating and reconciling trips on behalf of travelers.

• Process business-related reimbursements for the Department, while maintaining accurate documentation and ensuring compliance of spending.

Administrative

• Supplies/Inventory Management: Monitors office inventory for supplies and departmental liquid nitrogen to ensure stock and place orders within myUFMarketplace when needed.

• Liaison to Facility/IT Services: Assists the Department in submitting work orders or key requests for the offices/labs when issues arise.

• Mail/Packages: Retrieve mail from PO Box, accept packages on behalf of the Department, and record all incoming mail/packages then distribute accordingly.

Any other duties, as needed, to fulfill the mission of the Department. Expected Salary:

$20-25/hour, commensurate with qualifications and experience.

Minimum Requirements:

High school diploma or equivalent of four years of appropriate experience.

Preferred Qualifications: Ability to communicate effectively, both verbally and in writing. Ability to plan, organize, and establish priorities to meet deadlines and maintain an orderly work schedule. Knowledge of current rules and regulations of the State of Florida financial system. Knowledge of general office procedures. Must be self-motivated and able to work under minimal supervision. Proficiency in all Microsoft Office applications. Special Instructions to Applicants: In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references. The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

Health Assessment Required: No