Administrative Spec I

Bachelor's degree; or an equivalent combination of education and relevant experience.

The Administrative Specialist I is responsible for providing support for sponsored projects as well as fiscal transactions at the UF Center for Latin American Studies. The position requires an understanding of appropriated, grant-based, and cash-based funds. This position will handle grant and budget preparation. The Administrative Spec I will monitor reports to ensure timeliness of fiscal processes. The fiscal duties may consist of processing and reconciling P-Card transactions, invoice processing, creation of travel encumbrances and expense reports, deposits, payroll transactions, and other general fiscal transactions.

Job Description Duties

Grant Preparation and Reporting

• Assist faculty with grant submissions and budget preparation for submission through UF process as well as submission on UF or other agency specific proposal submission portals. Ensures all policies and procedures for budgets and grants are followed.
• Serves as liaison with PI, UF Research offices including Office of Research, Sponsored Research, Contracts and Grants, other UF units, etc. Provides and receives data regarding assigned accounts.
• Provides updated grant information as necessary to Center faculty and staff.
• Provides guidance to all Center faculty and staff on allowable costs on grant funds according to all applicable laws and rules.
• Monitors cost sharing on all Center funds and ensures it is properly documented. Ensures all cost sharing is up to date. Assists with Effort Reporting.

Travel Processing

• Prepares and submits travel related items for review and approval. This will include items like travel requests, expense reports, reimbursements, and other travel related items.
• Ensures all paperwork follows applicable guidelines and procedures. Informs Center faculty, staff, students of travel related guidelines and procedures.
• Regularly communicates and trains Center faculty, staff, and students on travel policies and guidelines.
• Runs and monitors various travel related reports to ensure travel paperwork is submitted and reimbursed timely. Works with Associate Director of Administration to ensure Center is complying with all applicable policies and regulations.

Supplier/Vendor Payment Processing

• Prepares and submits non-travel related items for review and approval. This will include items like vouchers, requisitions, purchase orders, honoraria, contracts for signature, etc.
• Assists faculty, staff, and suppliers with processing the necessary paperwork to set up new suppliers in the UF system. Acts a liaison between UF offices and the faculty and supplier to make sure all documentation is submitted and completed and that the supplier set up is completed.
• Ensures all paperwork follows all applicable guidelines and procedures. Informs Center faculty, staff, students of travel related guidelines and procedures.
• Regularly communicates and trains Center faculty, staff, and students on supplier and payment policies and guidelines.
• Runs and monitors various reports to ensure fiscal paperwork is submitted and reimbursed timely. Works with Associate Director of Administration to ensure Center is complying with all applicable policies and regulations.

Fiscal Services

• Reconciles fiscal transactions as a Tier 1 reconciler.
• Monitors fund balances, particularly on grant accounts, and provides recommendations based on projections.
• Serves as the backup for the other Fiscal staff member.
• Handles retroactive distributions for payroll on grant funds (retros), Center deposits, and other fiscal paperwork not specified in other job duties as necessary.
• Monitors and manages the student financial accounts at Criser.
• May supervise and train fiscal staff.

$22.03 - $28.74 /hr

In addition to your salary, the University of Florida offers low-cost State Health plans, a number of Dental and Vision plans to fit you and your family’s needs. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal, and accident insurance are also available.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF provides a variety of leave programs including vacation, sick leave, 12 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 December leave days (typically used during the holiday closing period). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

Explore UF’s wide range of benefit options here: TEAMS Benefits

The UF GatorPerks discount program provides exclusive discounts to UF staff!

Demonstrated ability to think critically, take initiative, work independently, and collaborate effectively in team environment.

Fluency in Spanish and/or Portuguese; Excellent written and oral communication; Strong interpersonal skills; Knowledge of Latin American Studies (social sciences, history, humanities); A background in handling grant programs.

For full consideration, applications must be submitted online at Careers at UF, jobs.ufl.edu and include an upload of your resume, cover letter, and three references with contact information.

All candidates for employment are subject to pre-employment screening, which includes a review of criminal records, reference checks, and verification of education and/or experience.       

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