Administrative Specialist II

Classification Title:

Administrative Specialist II

Classification Minimum Requirements:

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

Job Description:

The Administrative Specialist II's position is essential to the academic and operational success of the department. The position will manage essential administrative and academic functions, ensuring seamless operations and a collaborative environment. Responsibilities include closely monitoring department budgets and project accounts, handling HR and payroll transactions, and coordinating post-award processes for research grants. This individual will work alongside faculty, staff, and students, supporting initiatives, financial awards, and department-wide events. Assisting in the supervision of an administrative assistant, they will uphold compliance, maintain efficient office practices, and act as a point of contact across various academic and administrative needs. Additionally, they’ll support communications, updating department news channels, and assist in the development of a vibrant, inclusive Astronomy community.

Responsibilities include:

• Manage all budget and fiscal responsibilities for the unit.

• Track, monitor, and perform reconciliations of department accounts, faculty startup accounts, and non-sponsored projects; advise on use of funds; address issues as they arise.

• Track and monitor usage of Committee allocated funds: Colloquium Committee, Computing Resources Committee, Outreach Committee, among others; address issues as they arise.

• Generate financial reports within Enterprise Analytics for reconciliations, to monitor awards, solve issues, respond to Dean’s Office inquires, for Chair/Associate Chair review, etc. 

• Track awards for faculty and students, advise on use, assist with expenditures.

• Review requests for, determine, and award stipends and scholarships, including from sponsored projects.

• Place and receive orders, process and pay invoices, reconcile PCard transactions.

• Submit requests to CLAS SSC or CLAS RO to enter requisitions/purchase orders for department, process invoices, and other miscellaneous requests, as appropriate.

• UFGO delegate for department and approver delegate for Chair

• Process reimbursements

• Perform other general accounting duties, as needed.

• Assist faculty with MyInvestigator and UFIRST, review of grants

• Assist with budgeting (review, providing information)

• Responsible for post-award accounting of grants; routinely review and actively communicate with Principal Investigators on project expenditures and budget health.

• Advise on human resources/payroll/effort matters and implement necessary related transactions, in coordination with CLAS RO. Submit payroll distribution changes, run payroll reconciliations, and perform payroll corrections (as needed) for grant-funded positions (post docs, GAs, etc.). Advise PIs on payroll costs as it relates to proposed projects. Ensure awards allow for payroll expenses as it relates to summer salaries, grant/state salary swaps, student wages/benefits and related tuition costs, etc.; advise on award restrictions. Review project effort commitments and advise/implement as it relates to faculty effort allocation/certification (and necessary payroll distributions, where appropriate).

• Serve as point of contact between PIs and Research Office in solving post-award issues and ensuring that changes/corrections are made.  Work with PIs to request budget revisions to the project. 

• Analyze award spending patterns and work with PIs (as necessary) to ensure funds are appropriately expended as project nears completion.

• Coordinate with PIs and Research Office for sponsored reporting requests requiring financial data.

• Work with department staff and CLAS SSC to prepare and process all faculty, staff, post-doctoral associates, OPS, assistantships and fellowships, student assistants’ personnel actions including payroll distributions and posting jobs in Careers.

• Time and Labor: responsible for review of pay lists to ensure all employees are paid correctly and that no under- or over-payments occur. Review time and labor entries for the department and follow up with individuals to make any necessary corrections, or to obtain approvals.

• Assist with Tenure and Promotion, Midterm Reviews, PTP, and PTR processes. Collect and prepare documentation for merit raises and reviews; assist with merit raise letter notifications. Assist Chair in preparing annual review letters.

• Provide authorization for GatorOne Identification card. Maintain Identity Management information for the unit.

• Principal assistant to the Chair of the Department of Astronomy on administrative matters including tracking and monitoring the departmental