Job Information
University of Florida Administrative Specialist II in Gainesville, Florida
Administrative Specialist II
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531953&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531953
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department: 29100000 - MD-PHARMACOLOGY / THERAPEUTICS
Classification Title:
Administrative Spec II
Job Description:
The Department of Pharmacology and Therapeutics is a vibrant group of faculty, staff, and trainees. The Department is seeking a motivated and skilled Admin Specialist II to support specific missions in the Department which promote an organizational culture of success, creativity, and innovation. This position supports the Department as noted below. In addition to these technical skills and roles, the incumbent must be a highly organized and motivated individual with exceptional capacity to work with the administrative team.
Job Duties:
Marketing, Website & Design
• Provide expert oversight and assistance in enabling the Departmental website and media platforms to promote recognition of the Department on the World’s stage.
• Work with staff, faculty, and committee chairs to create digital and print marketing media for departmental initiatives, programs, and events.
• Develop written presentation materials to represent the Chair and Department at the appropriate level of detail for the audience (UF Health leadership, UF COM leadership, division chiefs, department administrators, etc.).
• Create and disseminate a monthly Department newsletter for internal audiences that showcases the growth, awards, and upcoming events each month.
• Maintains social media handles directly linked with the Department, and regularly posts content and track engagement on each channel.
Training Grant Trainee Specialist
• Coordinate the transition of any Graduate Assistant to a Predoctoral Fellow who transfers to a training grant by managing all HR-related updates, including changes in employment status and benefits enrollment.
• Prepare and process necessary documentation such as letters of appointment, ensuring they align with the training grant requirements, and facilitate the signing of the memorandum of understanding between the fellow, department, and funding agency.
• Oversee and update insurance coverage to reflect the fellow's new status, ensuring continuous and compliant health insurance and other benefits as per institutional and grant guidelines.
• Assist all trainees on training grants with travel and purchases related to the training grants and be the primary point person for all administrative tasks needed by the trainees, as appropriate.
Administrative Services (Fiscal & Travel)
• Invoices: Confirms receipt of goods/services with Department members and serves as a backup Level 1 processor within myUFMarketplace.
• Purchase Orders (PO): Backup initiator of purchase orders in myUFMarketplace for the Department. Ensure all recurring/service POs are in place at the start of each fiscal year. Monitors and reviews transactions processed against the Open Encumbrance Summary Report monthly. Submits change requests as needed, and finalizes POs once the items/services are received.
• IT Billing: Review monthly billing invoices for computing devices, telecommunications and port fees to ensure accuracy (update and alert to unexpected costs) and pay on appropriate chartfields.
• Travel Entry: Backup preparer of myUFL Travel Authorizations and Travel Expense Reports, as needed for the Department. This also includes processing travel for training grant trainees, reimbursements, and/or special events. This position will hold a “Delegate” role with the launch of the new UF GO travel system for originating and reconciling trips on behalf of travelers.
Volunteer Onboarding
• Gather, review, and process required volunteer onboarding forms, ensuring all paperwork is accurately completed and submitted in a timely manner. Keep records of all documentation to ensure yearly resubmission, if needed.
• Ensure new volunteers receive the necessary access to systems/software to facilitate a smooth start to their volunteer activities.
Any other duties, as needed, to fulfill the mission of the Department.
This position is supervised by the Director and is expected to work semi-independently and in collaboration with the Director & Chair. Requires independent judgment, action, and follow-through.
Expected Salary:
$55,000 - $65,000 per year, commensurate with education and experience.
Minimum Requirements:
Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications:
The ideal candidate will have:
Proven ability to communicate effectively, both verbally and in writing.
Proven ability to establish and maintain effective working relationships.
Proven ability to plan, organize, and manage the Department Seminar Series.
Knowledge of Canva, Twitter, Facebook, and Adobe products for content creation.
Proficiency in all Microsoft Office applications.
Knowledge of general office procedures.
Experience with operating office equipment.
Special Instructions to Applicants:
M-F 8:00 AM – 5:00 PM. Additional hours may be required during high volume times, such as during seminar series, recruitment, special events, etc.
In order to be considered, you must upload your cover letter and resume.
The University of Florida is committed to nondiscrimination 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.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 13 Jun 2024 Eastern Daylight Time
Applications close: 27 Jun 2024 Eastern Daylight Time