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Administrative Spec II

University of Florida

Gainesville, FL

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JOB DETAILS
SALARY
$54,000–$62,000 Per Year
SKILLS
Administrative Skills, Billing, Budget Management, Budgeting, Calendar Management, Change Requests/Orders, Communication Skills, Cost Allocation, Database Administration, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , Expense Allocation, Expense Reports, Expense Tracking, Faculty Administration, Financial Operations, Financial Systems, Financial Transactions, Funding, Health Information Technology, Higher Education, Insurance, Journal Entries, Leadership, Logistics, Mail Processing, Maintain Compliance, Medicine, Microsoft Office, Multitasking, Office Management, Order Supplies, Organizational Culture, Organizational Skills, PCard Transaction, People Management, Pharmacology, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Purchase Orders, Purchasing/Procurement, Reconciliation, Record Keeping, Reporting Dashboards, Reporting Skills, State Laws and Regulations, Student Services, Team Player, Time Management, Transaction Processing/Management, Travel Planning, University/School Regulations, Writing Skills
LOCATION
Gainesville, FL
POSTED
3 days ago
The Department of Pharmacology and Therapeutics is a vibrant group of faculty, staff, and trainees. The Department is seeking a motivated and skilled candidate to promote an organizational culture of success, creativity, and innovation by being responsible for the Department's administrative operations. In addition to these technical skills and roles, the incumbent must be a highly organized and motivated individual.About the OpportunityWe're seeking an organized and detail-oriented professional to provide comprehensive administrative support to our faculty, staff, and students. You'll work in a collaborative environment where your contributions directly impact research initiatives and educational programs that shape the future of medicine.What You'll Do Coordinate departmental operations and provide executive-level administrative support Manage complex calendars, travel arrangements, and meeting logistics Prepare correspondence, reports, and presentations for faculty and leadership Assist with budget tracking, expense reporting, and procurement processes Support student services including enrollment, scheduling, and academic records Maintain departmental databases and ensure accurate record-keeping Serve as a primary point of contact for internal and external stakeholdersWhat We're Looking For Bachelor's degree or equivalent combination of education and experience Strong organizational skills with ability to manage multiple priorities Excellent written and verbal communication abilities Proficiency in Microsoft Office Suite and database management Experience in higher education or research environments preferred Attention to detail and commitment to accuracy Ability to work independently while maintaining team collaboration
Classification Title:

Administrative Spec II

Classification Minimum Requirements:Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Job Description:

Procurement & Fiscal

  • Serve as the initial point of contact for all department fiscal operations, providing guidance and independent judgment on financial processes.
  • Ensure compliance with university and sponsor regulations regarding fiscal transactions.
  • Invoices: serves as a backup Level 1 approver within myUFMarketplace to independently ensure costs are allocable, allowable, and funds are available.
  • Purchase Orders: Backup initiator of purchase orders in myUFMarketplace for the Department. Ensure all recurring/service POs are in place at the start of each fiscal year. Monitors and reviews transactions processed against the Open Encumbrance Summary Report monthly. Submits change requests as needed, and finalizes POs once the items/services are received.
  • Procurement Cards (pcard): Reconcile Pcard transactions as needed by the department. Ensure all charges are allowable from designated sources of funds, all back-up documentation is provided, along with any approvals if needed. Verify compliance of spend and budget justifications are appropriate.
  • JEs: Upon reconciliation of transactions, independently processes JEs for transaction errors/corrections as needed, along with Cost Transfer Forms for charges related to sponsored projects.
  • Serves as Level 1reconciler for department transactions in the Department Financial Transaction Review (DFTR) dashboard
  • Vendor Creation: Works with faculty and prospective vendor to create MOU of work needed and funding allocated, ensuring allowability on funding source and prospectus is filled out and approved by Chair. Prepare reports on current and past expenditures for sponsored projects, foundation, auxiliary, and state funds, ensuring discretion in financial data handling.
  • Review and process Journal Entries (JEs) and Cost Transfer Forms for transaction errors and corrections related to sponsored projects.
  • Manage Fellow Insurance Payments, ensuring accurate fund transfers and timely processing each semester.
  • Assist in reviewing COM & UF Health IT billing invoices, verifying computing device and telecom costs, and allocating expenses appropriately.
  • Pull monthly/annual reports to review for budget check errors, encumbrance closures and PO reconciliation.

Travel & Events

Prepare and process myUFL Travel Authorizations and Travel Expense Reports for faculty, staff, trainees and visitors.

  • Serve as a “Delegate” in the UF GO travel system, originating and reconciling travel on behalf of travelers.
  • Assist in coordinating travel arrangements for department visitors, guest speakers, and special events.
  • Process business-related reimbursements while ensuring accurate documentation and compliance with spending policies.
  • Support faculty and staff with event-related travel and accommodations.

Administrative

  • Perform confidential and non-routine administrative duties, ensuring seamless office management.
  • Assist in office inventory and order supplies as needed through myUFMarketplace.
  • Serve as primary point of contact for the department, greeting and appropriately routing visitors to the Chairs, Director, or Department administrators, based on need.
  • Maintain and update department conference room calendars.
  • Submit work orders for facility and IT service requests on behalf of the department.
  • Liaison to Facility/IT Services: Assists the Department in submitting work orders or key requests for the offices/labs when issues arise. Serve as the primary contact for COM and UF Health IT requests.
  • Serves as backup to departmental mail and package distribution, retrieving items from the PO Box and ensuring proper record-keeping.

  Any other duties, as needed, to fulfill the mission of the Department.

Expected Salary:

$54,000 to $62,000

Required Qualifications:

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

This position is expected to work independently and in collaboration with the Director.

Preferred:

Ability to communicate effectively, both verbally and in writing.

Ability to plan, organize, and establish priorities to meet deadlines and maintain an orderly work schedule.

Knowledge of current rules and regulations of the State of Florida financial system.

Knowledge of general office procedures.

Must be self-motivated and able to work under minimal supervision. Proficiency in all Microsoft Office applications.

Special Instructions to Applicants:

Normal Work Schedule: Monday-Friday 8:00 AM to 5:00 PM.

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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