Administrative Spec III

This position is located within the School of Teaching and Learning, an academic unit in the College of Education.  Manages/oversees the daily activities of a large complex office and serves as an expert administrative professional with highly specialized knowledge and skills in numerous administrative areas.

Administrative Support/Activities

• Provides advanced administrative support to Director.
• Supervises lower-level support staff in unit.
• Manages/oversees/approves daily activities.
• Establishes priorities/deadlines, work assignments. Serves as primary time approver for the unit.
• Develops policies, procedures, processes and workflows.
• Interprets federal/state laws, rules, regulations, University and department/college policies and procedures and ensures compliance.
• Manages/approves human resource functions, responsible for resolution of complex human resource issues within the unit.
• Disseminates information to unit and serves as an expert resource for reporting, policies and procedures.
• Serves as unit contact and liaison to the public and other university departments; oversees the provision of administrative services and the resolution of problems and inquiries.
• Resolves problems associated with operational needs.
• Coordinates Tenure and Promotion process.


Budget/Financial Management

• Monitors annual budget (over $8.9 million).
• Assist with budget preparation for state/grants/contracts.
• Coordinates/processes personnel/payroll appointments for state/grant/contracts.
• Responsible for the management/approval of multiple daily operational functions (i.e. purchasing/payables level two approver for MarketPlace invoices and requisitions, as well as UFGO travel and pcard approvals.
• Ensures all financial expenditures follow university guidelines, and sufficient budget available.
• Supports Director with strategic planning.
• Works with departments/colleges to ensure payroll distributions are processed timely and accurately.
• Prepares financial analysis such as income and expense forecasting as well as financial reports as requested.

Academic/Unit Support

• Serves as AAR (Academic Activities Reporting) coordinator.
• Prepares and inputs faculty assignment reports (FAR) each semester.
• Responsible for tracking faculty semester effort and entering it in the Effort Reporting system.
• Coordinates/tracks/enters SPACE for annual report.

Supervise three administrative staff, monitoring workload and assigning duties and tasks as necessary. 

• Coordinates faculty requests to ensure tasks are completed timely and accurately.
• Lead the team in interviewing prospective support staff and student employees.
• Prepare annual staff evaluations via UF engaged.
• Review and update staff position descriptions on an annual basis.

General Administrative

• Serves as Identity Management Coordinator (Assigning UFID).
• Submits authorization for Gator1 identification cards.
• Assignments of offices.
• Monitors completion of annual property inventory.

Salary is commensurate with education and experience.

• Excellent computer skills.
• Knowledge of HR and Financial systems, UF procedures and regulations.
• Outstanding organizational skills.
• Effective communication for collaboration.
• Professionalism, problem solving and conflict resolution.
• Supervisory skills with ability to prioritize multiple tasks, work with frequent interruptions, and pace the work to meet deadlines

In order to be considered, you must upload your cover letter and resume.

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