Administrative Spec II

Classification Title:

Administrative Spec II

Job Description:

Administrative Liaison to the Department Chair

Responsible for coordinating travel, lodging, and itineraries for visiting professors and faculty candidates. Schedules meetings and conferences, informs participants of topics to be discussed, and provides participants with agendas and necessary background information. Acts as a liaison between the chair and external parties to streamline requests.

Answers and screens telephone calls for the Chair. This involves receiving inquiries and requests. Utilizes knowledge regarding various policies and procedures of the department, University of Florida, committees, and associations, to assist the persons calling the Chair, by providing them with the information they seek without the assistance of the Chair. Interacts with a variety of stakeholders, including administrators, faculty, visiting faculty administrative staff, and students. Provides appropriate assistance and communicates information to department faculty and staff as required by Chair.

Responsible for obtaining the chairs approval and signature on various documents and correspondence; properly organizes and routes such documents in a timely manner.

Department HR

Inputs all ePAFs for faculty, staff, students, and GA’s for hiring, job changes, terminations, and additional pays. Follows up to ensure that all ePAFs are completed. Completes all HR 600 forms in a timely manner. Assists the Office Manager as needed with the completion of all hiring documents for any new hires. Attends search committee meetings and takes notes. Works with the Department Chair to set itineraries for faculty applicants and also works with applicants to book their travel. Schedules meetings with the deans, faculty and search committee members when applicants are arriving for campus interviews. Works with the Department Chair to place advertisements in various print and online journals and list serves. Tracks payments to the advertising venues and ensures that all necessary materials are kept for compliance purposes. Works with the faculty search committees to implement best search practices. Maintains spreadsheets and files on the department share drive so that required information can be retrieved by incumbent and other administrative staff members.
Responsible for securing and processing all foreign national documents for new hires as well as processing renewal documents for current employees. Monitors visa status of current foreign national employees to assure timely processing for visa renewal to avoid lapse in employment. Works closely with the HHP-HR and UF-HR Immigration Compliance Services (ICS).

Responsible for the Time Approvals and processing of the department’s payroll process. Ensures compliance with federal, state, and local laws and regulations. Sends confirmation emails to department supervisors of hours reported for supervised staff. Facilitates the production of biweekly and supplemental payroll, one-time payments, over-payments, and refunds. Researches and resolves payroll-related issues. Compiles and analyzes payroll data. Compiles data and generate reports of internal and external purposes.
First point of contact for all departmental-related questions concerning HR. Provides guidance and assistance regarding human resources policies and procedures. Refers to College or University HR when appropriate.

Property

Serves as the Department’s property contact. Ensures capital and attractive assets are properly recorded and tracked.  Maintains an accurate accounting of the Department’s software inventory.  Serves as the Department’s records retention coordinator. Works with UF Records Management to establish retention schedules for academic, personnel, and fiscal records. Submits requests for destruction.  Retains and destroys administrative records, pursuant to Florida Administrative Code and as coordinated with other administrative staff.  Maintains work / task-related files so that required information can be retrieved by incumbent and other administrative staff. Makes some files available electronically to decrease the paper files due to limited storage.

Fiscal/ Grants

Works closely with the Office Manager to maintain the department operating budget (Salary, OPS and Expense). Inputs bi-weekly and fringe expenses into HEB Ledger files. Utilizes knowledge of UF procedures and policies and ensures compliance with university requirements and regulations. Works on special fiscal projects as needed.


Effort/Faculty Assignment Report (FAR)

Works closely with the Graduate Academic Advisor and Office Manager to prepare and submit FAR and Effort reports for each academic term. This includes gathering in