Administrative Assistant II

Classification Title:

Administrative Assistant II

Job Description:

This position is located in the Department of Epidemiology, jointly managed by the College of Public Health and Health Professions (PHHP) and the College of Medicine (COM) and will report to the Assistant Director of Administrative Services. This position will support the Fiscal and Human Resources activities for the department. This is a highly professional position requiring daily contact with students, faculty, staff, and the greater university community.

Human Resources
Assist Human Resources Generalist I with HR processes for all salary plans except Faculty. Process in PeopleSoft, all levels of hires within the department including TEAMS, OPS, Student Assistants, federal work study, Fellows, and volunteers. This includes data entry of all hires, ensuring that the appropriate hire paperwork has been completed and that the required trainings have been taken. Check paperwork for completion and correctness and forward to the appropriate Level 1 approver in a timely manner. Create personnel files for all new hires and update current files as needed. Facilitate new hire processes including but not limited to establishing email accounts, requesting after hours building access, requesting drive access and submitting Gator1 card requests.

Assist with processing various human resource transactions in PeopleSoft including but not limited to lump sum payments, additional pay, leave cash outs, terminations, FTE changes, SPIs, and position description updates, etc.

Responsible for entering hires in the PHHP-ISA database and maintaining data for all employees within the system.

Serve as departmental volunteer coordinator to ensure appropriate paperwork is on file, background checks are current, ePafs are entered, and volunteer hours are accurately tracked.

Recruitment and Staffing
The position will ensure approved recruitments are accurately posted (as applicable and necessary, depending on the type of position) in Careers at UF. Incumbent will manage all aspects of the recruitment process including posting positions, drafting letters of offers, ordering criminal background checks, reviewing applicant pools, and completing and/ or assisting hiring managers with reference checks. Notify hiring managers and Assistant Director, as applicable and necessary, of new applicants, and track recruitment activities and status of applicants. Will monitor selection criteria and work directly with hiring authorities to ensure compliance with regulations. Once position is filled, ensure that applicants are dispensed appropriately in Careers at UF and that the recruitment is closed out electronically.

Travel
Assist with processing UFGO travel requests and reports for Faculty, Staff, Students, and departmental visitors for all department and grant funded trips. Ensure Travel Requests and Travel Reports are completed, and proper funding is approved by the Assistant Director and/or the Research Grants Core, when appropriate. Responsible for obtaining proper receipt documentation for travel paid with department and research funding in accordance with UF travel guidelines. Process all International travel in accordance with Department, College, and UF policy and procedure. Ensure that appropriate documentation provided on the travel information form is accurate, prior to entering the UFGO Travel Request.

Purchasing and Fiscal Management
Assist with purchasing from Miscellaneous Gifts & Grants (MG&G), State, research awards, and other departmental funding. This includes requisitions, encumbrances, vouchers, and PCard purchases. Responsible for maintaining all backup documentation in compliance with UF, College, and Department policies and procedures and ensuring the appropriate backup documentation exists for every fiscal transaction processed. Track payment status of vouchers to ensure payment processes accurately and timely. Process employee reimbursements, deposits, journals, and cash expense refunds.

Department Administrative Responsibilities
Assign UF employee ID numbers and as requested, process department affiliation requests for the Department. Will be point of contact for IT and network access requests. Track and maintain all required compliance training records for faculty, staff, and students within the department to ensure compliance. Provide Assistant Director with a quarterly report for auditing purposes.

Responsible for processing scholarship awards in the Student Information System and ensuring scholarships are accurately disbursed and posted to accounts. 

Expected Salary:

$20.11 - $23.94 per hour; commensurate with education and experience.

The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insur