Administrative Specialist II

The College of Liberal Arts and Sciences is currently recruiting for Administrative Specialist II in the University Writing Program. This position is responsible for the HR and fiscal transactions for the program. This position oversees and reconciles program budget, coordinating with program director in budget preparation. Oversees program academic related activities such as the coordination of grades. Manages program equipment and facilities. Works with CLAS IT staff as program liaison to ensure appropriate level of computer/printer access for faculty, staff, and students. Serves as the Department Security Administrator (DSA). Responsible for preparing and submitting faculty administrative reports such as Faculty Assignment Reports, Effort Reporting, Academic Activity Reports, Annual Activity Reports, and Promotion. Updates and maintains department space allocation using the online Space Inventory System. Supervises Academic Assistant I, establishing priorities and deadlines as needed. Performs confidential and non-routine administrative duties as they arise. Provides support to director, faculty, staff, and students as needed. Coordinates events and special projects as needed. Duties and responsibilities include, but are not limited to:

Human Resources

• Process all faculty, staff, postdoctoral associates, OPS, assistantships and fellowships, student assistant personnel actions in compliance with state and university policies regarding such appointments. Coordinates with other units for shared appointments. Acts as unit contact for program with CLAS Dean’s office and UFHR regarding personnel matters.
• Enters and maintains payroll distributions in MyUFL.
• Prepares and submits necessary forms for corrections or manual entry of employee pay during payroll cycles and off cycles. Serves as unit liaison for UF Tax and UF Payroll Services regarding employee pay issues.
• Responsible for review of pay lists to ensure all employees are paid correctly and that no under- or over-payments occur. Reviews time and labor entries for the unit and follows up with individuals to make any necessary corrections.
• Provide authorization for GatorOne Identification card.
• Prepares letters of offer and transmittal letters for adjunct faculty, Post-Doc and Graduate Assistant hires.
• Responsible for reporting and submitting: Effort, SFARs, and AAR.
• Posts vacant positions in Careers and assists director and search committees in new faculty searches.
• Updates and verifies HR reports such as Short Work Break, and Raise File.
• Coordinates promotion process with faculty candidates.
• Performs confidential and non-routine administrative duties in relation to HR matters. Maintains employee files in a confidential and secure manner.
• Assists the director in the resolution of HR matters as needed.
• Maintains knowledge of current UFHR transaction policies and procedures to be in compliance with UF established rules and regulations.

Fiscal Management

Oversees all aspects of UWP and Writing Studio fiscal accounts. Manages the state appropriation, cash-based, and special accounts. Reconciles accounts monthly and submits reconciliations to CLAS Budget Office. Assists the director in the preparation and maintenance of the program budget by routinely conferring with him regarding status and expenditures. Processes all purchases and payables for the unit. Process, review, and approve purchasing card transactions. Processes travel authorizations and reimbursements for the program. Approve purchases done in MyUFMarket by program Academic Assistant I. Processes E2E and E2R Journal Entries as needed. Creates spreadsheets to provide financial information to the CLAS Budget Office. Each semester, provides a list of tuition waivers, UFO, Dual Enrollment courses information to CLAS SSC. Works closely with the college Budget Director with regard to the UWP and Writing Studio budget. Is familiar with UF policies and procedures.
Academic Support

Acts as backup to Academic Assistant with scheduling. Consults SIS to assist students with enrollment problems, contacting the Bursars office when students have fee issues or late fees due to late registration. Acts as backup on grade changes, S/U forms, and medical withdrawal forms. Is the program Grade Coordinator. Acts as backup SIS coordinator, assigning graders and authorizing class rolls. Assists in faculty gaining access to SIS and registrar-related tasks. Responsible for instructor workload reporting. Ensures that registrar deadlines are met by the program. Processes Letters of Appointment for Graduate Assistants' tuition waivers. Works within SIS system, GIMS, and Enterprise Analytics to compile student and course enrollment information as needed by the department chair.
Supervisory

Trains, manages, and supervises Academic Assistant I and Student Assistant. Acts as liaison between the director and staff. Advises employees on new regulations and changes in existing policies that affect them.
Office Operations

Serves as Department Security Administrator for the program. Acts as a backup in scheduling tutoring appointments for students in the Tutor-Trac module. Troubleshoots staffing and technical issues in the Writing Studio in the director’s absence. Acts as the unit liaison with CLAS IT for computer and printer issues. Coordinates office-related special projects such as area improvements or renovations, assist with department events as needed. Disseminates information to the department in regard to college/university events or policy and procedures. Acts as the unit contact with regard to major building issues or outages. Reserves rooms as needed for meetings and events through Registrar’s Astra system. Responsible for updating and maintaining program space allocation using the online Space Inventory System. Primary resource person in the program for responding to faculty and graduate assistants’ questions and problems and directing them, when necessary, to appropriate sources for resolution. Responds to external requests for reports and statistical data about the unit. Provides assistance, makes referrals when necessary, and solves a variety of problems independently. Acts on the director’s behalf with delegated authority and provides advance administrative support to the director when necessary.

Other duties as assigned.

The salary range is $48,000 - $52,000, commensurate with qualifications and experience.

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

Knowledge of UF policies and procedures with regard to and experience using MyUFL modules, including HR, fiscal management and reporting, purchasing/payables, UF reporting, and the student information system.

Expertise with MS Word and MS Excel.

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

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references. 

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