Job No: 529945
Work Type: Staff Full-Time
Location:
Jacksonville Campus
Categories: Office/Administrative/Fiscal Support
Department: 30290000 – JX-EMERGENCY
MEDICINE-JAX
Job Description
Classification Title:
Administrative Specialist II
Job Description:
Fiscal and Travel Responsibilities: Responsible for preparing expense and reimbursement reports in a timely manner
to be reviewed by the Research Administration Manager and Departmental Administrative Director. Initiates requisitions and vouchers and
submits tickets for approval. Submits travel/expense requests and reimbursements in UF GO (SAP Concur) as required by the state, university,
and granting agencies. Coordinates all grant travel for the faculty, staff, and others as needed. This includes but is not limited to,
arranging flights, lodging, meeting registrations, and car rentals. Process vendor payments and reimbursements. Responsible for divisional
purchasing. Ensures vendors are set up and added in the UF Supplier system. Provides purchasing for research grants and contracts, including
expense reconciliation of the University PCARD program. Initiates requisitions for supplies, services, furniture, equipment, and assets;
reviews invoices for payment. Updates divisional fiscal policies and procedures in collaboration with Research Administration Manager and
Departmental leadership. Assists in preparing budgets and budget justifications for grants and programs.
Human Resources:
Assists the leadership team with human resources related responsibilities, performs confidential administrative duties, schedules
interviews and prepares interview packages. Serves as the point of contact for new hires including orientation and onboarding procedures for
new research faculty, staff, and students. Maintains extensive new hire checklist. Maintains knowledge about human resource related
policies. Receives and maintains confidential HR records. Assists with verifying and submitting OPS bi-weekly timesheets for payment.
Provides departmental training to faculty, staff, and residents regarding UF’s fiscal and travel systems such as UF GO and other key
systems.
Academic: Coordinates faculty’s tenure and promotion process and packet materials and maintains updated
NIH biosketches. Conducts monthly publication reviews and updates for faculty CVs, departmental scholarly activity tracking, and NCBI
updates and review. Tracks DEA and Medical licenses. Serves as a contact and liaison to the public, media, sponsors, state organizations,
and other university departments. Ensures compliance with University and departmental policies. Coordinators the federally funded Florida
Emergency Medical Services for Children (EMSC) State Partnership Program in collaboration with the Program Manager and Director, Florida
Department of Health, and other state agencies.
Office Operations and Management: Establishes office priorities,
sets and ensures deadlines are met, and manages daily office operations. Manages inventory, mail, equipment, division meetings, calendar
scheduling, ZOOM invitations and recordings, and maintenance of the office lab facilities. Maintains division contact lists, list-serves,
checklists, CVs, etc. Submits work orders and maintains key inventory. Serves as unit liaison with IT for all computer, laptop, and printer
issues including software licensing agreements needed for research and data functions of the department. Liaison for equipment scans and
decal information. Receives and maintains confidential and sensitive information. Assists with maintaining and updating division and grant
program websites. Arranges and coordinates events and conducts special administrative projects. Prepares reports, presentations, event
materials, and other documents. Interprets federal and state laws, rules, regulations, University and department/college policies and
procedures and ensures compliance. Ensures best practices in office systems, files, and record keeping including paper, electronic, and
cloud file drives. Other duties as assigned or deemed necessary by the EM Research Leadership Team and Associate Chair or Chair. Provides
advanced administrative support on supervisor’s behalf.
Expected Salary:
$52,000 to $58,000
Minimum Requirements:
Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred
Qualifications:
Knowledge of Microsoft Office Suite, CANVA, VISME, PeopleSoft, UF travel, budget, reimbursement, and vendor systems.
Excellent verbal and written communication, organizational, and human resource skills. Self-motivated.
Special Instructions to
Applicants:
This is a time-limited position.
In order to be considered, you must upload your cover letter, resume and 3
references.
Degrees earned from an educational institution outside of the United States are required to be evaluated by a
professional credentialing service provider approved by the National Association of Credential Evaluation Servies (NACES), which can be
found at HHTP://www.naces.org/
The University of Florida is a Equal Opportunity
Employer. The University is committed to nondiscrimination with respect to race, 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, disciplines, terminations, wage and salary
administration, Benedits and training.
The University of Florida is a public institution and subject to all requirements under the
Florida Sunshine and Public Records laws. If an accommodation due to a disability is needed to apply for this position, please call (352)
392-2HRS or the Florida Relay System at (800) 955-8771 (TDD). Hiring is contingent upon eligibility to work in these US. Searches are
conducted in accordance with Florida Sunshine Law.
Application must be submitted by 11:55 p.m. (ET) of the posting end
date.
Health Assessment Required:
No
Applications Close: 26 Jan 2024
To apply, visit https://explore.jobs.ufl.edu/en-us/job/529945/administrative-spec-ii
The University 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.
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