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Administrative Spec I

University of Florida

Gainesville, FL

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JOB DETAILS
SALARY
$22.50–$24.50 Per Hour
SKILLS
Administrative Skills, Communication Skills, Compensation Management, Customer Support/Service, Database Administration, Employee Relations, Establish Priorities, FMLA (Family and Medical Leave Act of 1993), Faculty Administration, Human Resources, Human Resources Management, Job Requisition Posting, Leadership, Mail Processing, Maintain Compliance, Mathematics, Microsoft Excel, Microsoft Office, Microsoft Word, Multitasking, Onboarding, Payroll Forms and Checks, People Management, Peoplesoft, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Registrar, Regulatory Compliance, Telephone Skills, Time Tracking, University/School Policies, Visa Applications, Worker's Compensation, Workplace Issues, Writing Skills
LOCATION
Gainesville, FL
POSTED
3 days ago
The Administrative Specialist I position provides critical administrative support within the Department of Mathematics, which has more than 145 employees. This role reports to the Administrative Specialist III and is responsible for personnel and payroll functions, including the processing of appointments, payroll distribution, and ensuring compliance with university and legal guidelines. The Administrative Specialist I also manages the tenure and promotion process, coordinates faculty searches, and serves as a resource for foreign nationals in the department. The incumbent supports the department’s academic needs, including class scheduling and faculty onboarding, and provides administrative assistance in various other areas.
Classification Title:

Administrative Spec I

Classification Minimum Requirements

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

Job Description:

HUMAN RESOURCES:

  • Manage and coordinate human resources and payroll functions for all department personnel.
  • Administer the hiring process for faculty, staff, and student employees, ensuring compliance with UF’s search and selection guidelines, including drafting position descriptions, posting jobs, organizing search committee meetings, and processing hiring paperwork.
  • Enter payroll distribution and prepare Payroll Distribution Request Forms (PDRR).
  • Collaborate with the department fiscal office staff to ensure accurate salary actions and distribution of salary funds.
  • Resolve personnel issues, such as FMLA leave, worker's compensation reports/claims, and conflict of interest.
  • Monitor time and leave reports for accuracy and completion of hours recorded and approved.
  • Manage and track visa status and employment eligibility for foreign nationals in collaboration with the UF International Center.
  • Provide administrative support for foreign national processes, including sponsorship of exchange visitors, temporary workers, and employment-based permanent residents.
  • Complete applications and renewals for letters of appointment and reappointment for foreign nationals.
  • Serve as the primary liaison with CLAS Human Resources for matters related to employee relations, position classifications, and salary administration.

ADMINISTRATIVE DUTIES:

  • Maintain current policies, procedures, and directives related to tenure, promotion, annual evaluations, course evaluations, hiring, visa requirements, and more.
  • Attend college- and university-wide meetings regarding procedures, guidelines, and personnel management.
  • Compile and prepare annual activity reports, Effort Reporting, and other information required by University guidelines.
  • Coordinate the departmental tenure and promotion process.
  • Submit reports for outside agencies, such as the American Mathematical Society and Mathematical Association of America.
  • Answer phones, route inquiries, and oversee databases and mailing lists.

ACADEMIC:

  • Collaborate with the Associate Chair to determine the courses and number of sections needed for each semester.
  • Assist with the preparation of the undergraduate and graduate catalog.
  • Communicate with faculty about class operations requirements and provide assistance and orientation to new faculty and graduate assistants.
  • Coordinate with the Registrar’s Office to ensure classroom space
Expected Salary:

$22.50- $24.50 an hour.

Required Qualifications:Bachelor’s degree; or an equivalent combination of education and relevant experience
Preferred
  • Experience with PeopleSoft.
  • Proficiency in Microsoft Office (Excel, Word, etc.).
  • Knowledge of University procedures and policies.
  • Excellent oral and written communication skills.
  • Strong people management skills.
  • Knowledge of human resources and business management procedures.
  • Proven leadership skills.
  • Strong customer service orientation, with the ability to promote and maintain excellent service standards.
  • Professional demeanor with the ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus units.
  • Ability to multi-task, prioritize, and adapt quickly in a fast-paced environment.
  • Capacity to learn new tasks and procedures, work independently, and apply good judgment.
  • Comfort working with a diverse population, demonstrating diplomacy, tact, and confidentiality in sensitive situations, while effectively providing resolutions
Special Instructions to Applicants:

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.

Health Assessment Required:No

 

About the Company

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University of Florida

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