Business Administration (Admin) Specialist III

High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or
vocational/technical training may substitute at an equivalent rate for the required experience.

The College of Medicine, Office of the Dean, Division of Finance and Administration (DOFA) is seeking a highly organized and detail-oriented Business Administration Specialist III to support the Assistant Director of Process Management. This position plays a key role in managing workflow within the Center of Expertise (COE) in Purchasing, Procurement, and Travel (PPT) as well as General Finance. Responsibilities include overseeing divisional processing for the College of Medicine Dean’s Office, managing UFGO and UF Marketplace transactions, and providing training and support in asset management and COE PPT processes through resources such as Office Hours. This is an excellent opportunity for a motivated professional looking to contribute to the efficiency and effectiveness of college-wide financial operations.

More About This Role

COE for PPT & General Finance Areas & Salesforce

Provide support in the oversight and management of the College of Medicine’s Center of Expertise for Purchasing, Procurement, and Travel (PPT) & General Finance. Key responsibilities include managing the TEAMS channel, ensuring timely updates on system outages, and communicating procedural or policy changes. The role involves promptly responding to inquiries, delivering exceptional customer support, and escalating issues to the supervisor when further assistance is required. Additionally, the position assists in training new and existing employees and performs other duties as assigned.

UFGO

Responsible for managing the processing activities within UFGO, including working closely with the Dean’s Office divisions to create travel authorizations, initiate travel advances, and process expense reports for College of Medicine Dean’s Office staff, visitors, and invited guests. This role also involves assisting with the processing of PCard reports related to both general and travel expenses. Additionally, the position provides support to various divisions by assisting with POI (Person of Interest) setup and addressing general inquiries related to the UFGO system and its best practices.

Asset Management

Collaborate with the Dean’s Office divisions to manage UF assets, ensuring the maintenance of accurate and up-to-date annual inventories, including off-site certifications, asset disposals, transfers, and other related tasks. Additionally, provide support in implementing and transitioning to the new RAC (Required Asset Certification) system, ensuring compliance with updated protocols and facilitating a smooth integration for all asset management activities. 

UF Marketplace

Responsible for overseeing and approving invoices and vouchers for payment within the myUF Marketplace system. This role involves compiling data and developing policies to ensure that the fiscal practices of the College of Medicine Dean’s Office adhere to the University Accounts Payable guidelines. The position requires expertise in managing transactions through the myUF Marketplace and UF AP Automation System, ensuring accuracy and compliance with University, State, FCPA, and various granting agencies' regulations.

In addition, this role verifies that accounts have sufficient funds available before processing payments, then posts, balances, and reconciles payables. It includes matching vouchers for encumbered payments by reconciling vouchers to purchase orders and handling unencumbered payments through check requests. With the new implementation of divisional invoice processing within the Dean’s Office, this role is responsible for reviewing and verifying the accuracy of these transactions, providing guidance, and assisting departments with any questions or issues that arise within the UF Marketplace system.

We Offer Exceptional Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance 
• Life and Disability Insurance 
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages with 10+ paid holidays, paid family, sick and vacation leave 
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

Learn more about what we have to offer here!

About the City of Gainesville

Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.

Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!

For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds

$55,000 - $65,000; commensurate with education and experience

High school diploma or equivalent and five years of relevant experience. Appropriate college coursework or
vocational/technical training may substitute at an equivalent rate for the required experience.

• Exceptional attention to detail.
• Strong verbal and written communication skills.
• Proficiency in basic office procedures and professional telephone etiquette.
• Expertise in word processing and spreadsheet applications, particularly Microsoft Word and Excel.
• Ability to plan, organize, and manage work assignments effectively.
• Capable of working independently with minimal supervision.
• Proven ability to establish and maintain productive working relationships with colleagues.

To be considered, please upload the following documents with your application:

• Cover Letter
• Resume
• Contact information for three professional references

If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).

Application must be submitted by 11:55 p.m. (ET) of the posting end date.