| Job Description: |
Ordway-Swisher Biological Station (OSBS) is seeking a detail-oriented Administrative Assistant II to support core business functions including budget management, payment processing, property inventory management, facilities rental coordination, travel authorizations, purchase orders, procurement card reconciliation, office management duties, and assisting in onboarding new employees and volunteers. As a primary point of contact for fiscal matters, this position plays a key role in ensuring the department runs smoothly and complies with university policies and procedures.
OSBS is a 9,600+ acre research and education unit located in Melrose, FL. As a University of Florida property, the biological station is managed under the Dean for Research’s office within the Institute of Food and Agricultural Services (IFAS).
We are looking for a person who enjoys a collaborative work environment, is solutions-oriented, and can carry out instructions and projects independently and efficiently, with minimal supervision.
The Administrative Assistant II is expected to work with all Ordway-Swisher Biological Station (OSBS) personnel to manage fiscal operations for the Station, maintain working relationship with the Finance and Business Office within the IFAS Dean for Research's office, and serve as liaison with all appropriate UF core offices (e.g., Procurement, Disbursements, Asset Management, Facilities.
Budgetary duties:
- Tracks and reports on available budget, commitments, and expenditures.
- Reconciles and monitors all department accounts (state appropriations, cash-based funds, UF Foundation, etc.).
- Monitors expenditures by purpose, such as fire management, restoration activities, invasive species management, etc.
- Assists the Assistant Director with annual budget using the IFAS dashboard and internal tools.
Purchasing and Accounts Payable Duties:
- Prepares and submits purchase orders (PO) via the online requisition system (myUFMarketplace); includes appropriate documentation from OSBS staff, as needed; educates purchasers about UF procurement policies, such as dollar amount thresholds, competitive quotes, and contract suppliers. Keeps track of POs status and balances until finalized. Responsible for any changes needed to POs.
- Submits all vendor invoices for payment via the online voucher system. Uploads voucher and supporting documentation.
- Responsible for setting up tax-exempt accounts with vendors for PCard purchases.
- Assists with contract tasks related to contract routing, review, execution, and database maintenance.
- Maintains and inputs information regarding Wireless Device Allowances and Purchases as approved by OSBS Director.
Procurement Card and Travel:
- Processes procurement card (PCard) transactions on behalf of OSBS personnel. Coordinates procedures with cardholders regarding documentation and cost centers to ensure their approval.
- Enables and assists with travel requests and processing travel expense reports for OSBS staff for approval.
Billing, Accounts Receivable and Payment Management:
- Responsible for all payment management at OSBS including sales such as facilities rental fees and site use fees. This may include both cash and credit card payments.
- Coordinates the development of rates for review via the Fee for Service Educational Activity (FSEA) process.
- Collects usage information, prepares invoices at approved, established rates, then tracks and processes payments.
- This position will also prepare quarterly and annual summations of billing for supervisor and necessary reports for FSEA related activity.
Office/Property Management:
- Reviews office procedures and makes recommendations for improvements.
Purchases office supplies and manages inventory.
- Responds to general Station inquiries via phone and email. Sends communications to OSBS users (via website, email listserv, text messaging, phone calls, etc.) regarding Station events and closures.
- Arranges cleaning and purchases supplies for lodging facilities. Manages lodging reservations and coordinate check in/out procedures with guests. Invoices guests and processes payments.
- Provides visitor orientation for use of OSBS classroom, meeting, and lodging facilities. Meets with users to provide access, introduce them to the desired facility, and explain use policies. Will be required to drive.
- Assists in onboarding of new employees and volunteers (name tag, cards, phone, supplies, IT equipment and UFID requests, security roles, etc.). Occasionally serves on search committees/interview panels during recruitment. Responsible for arranging new employee health screenings with OCCMED.
- Manages the stations project portal rental requests and monitors the special use and research requests.
Communicates to users via a listserv that the position maintains.
Space and Asset Inventory Management:
- Works on all space and inventory matters for OSBS. This involves requesting and applying asset tags, tracking assets, transferring assets, ensuring off-site certifications, resolving loss or theft of items, and scanning/updating data for annual inventory. Follows UF policies on capital assets, required assets, and optional asset tracking.
- Responsible for handling all surplus and disposal of inventory. Works with GIS/IT engineering technician to surplus PCs and other “attractive” items once these are no longer needed at OSBS.
- Reviews, updates, and certifies all physical space and occupants within OSBS for the annual Space Inventory survey.
Research Administration:
- Periodically processes OSBS-related awards and agreements actions (award modifications, agreement creation, proposals) via UFIRST, the UF research support software system.
Occasionally plans special events or functions at OSBS.
Works on special projects assigned by the immediate supervisor.
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