• Administrative Specialist II

    University of Florida (Gainesville, FL)


    Administrative Specialist II

     

    Work type: Staff Full-Time

     

    Categories: Office/Administrative/Fiscal Support

     

    Department: 16600000 - LS-AFRICAN STUDIES PROGRAM

    Classification Title:

    Administrative Specialist II

     

    Classification Minimum Requirements:Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

    Job Description:

    Budget Management

     

    + Assist the Director in preparing and managing the Center’s annual budget.

    + Oversee the allocation and monitoring of the Center’s financial resources.

    + Advise the Director on financial decisions to ensure effective resource use.

    + Liaise with the CLAS Dean’s Office to address budgetary questions and ensure alignment with college guidelines.

    + Review and reconcile financial activity to maintain accuracy and compliance with UF policies.

     

    Fiscal Management

     

    + Manage purchasing processes for supplies, equipment, travel, and professional services.

    + Process vendor payments, track expenditures, and maintain financial records.

    + Establish and oversee blanket encumbrances to support recurring operational needs.

    + Coordinate with UF’s Property Office to maintain inventory and track equipment.

    + Ensure that all fiscal transactions comply with university procurement policies and procedures.

     

    Grant Management

     

    + Provide pre- and post-award support for all Center grants and sponsored projects.

    + Collaborate with faculty on proposal budgets and ensure alignment with UF cost principles.

    + Monitor grant expenditures to ensure compliance with federal, state, and university requirements.

    + Coordinate with the Division of Sponsored Programs and Contracts & Grants for submissions, reporting, and close-out processes.

    + Assist with no-cost extensions, budget transfers, and progress reports to support PIs in managing their research funding.

     

    Human Resources

     

    + Process appointments for faculty, staff, OPS employees, graduate assistants, and student workers.

    + Enter and maintain payroll distributions; review paylists and correct time and labor entries as needed.

    + Liaise with CLAS HR and UFHR to ensure compliance with policies and procedures.

    + Prepare letters of offer and coordinate onboarding for new hires, including adjuncts and international visitors.

    + Supervise and train administrative staff and student assistants; recommend and implement office procedures.

    Expected Salary:

    The salary is $55,000 - $65,000.

     

    This is a TEAMS position—UF’s designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about TEAMS benefits here (https://hr.ufl.edu/benefits/eligibility/staff-teams/) .

     

    Minimum Requirements:Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

    Preferred:

    + Substantial experience with spreadsheets and databases.

    + Familiarity with UF policies and procedures regarding personnel, academic regulations, and grant administration.

    + High level of competence with commonly used computer software (Microsoft Office Suite), PC and Mac computers, web design software, and database software.

    + The ability to supervise personnel at various levels.

    Special Instructions to Applicants:

    To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references.

     

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

     

    Health Assessment Required:No.

     

    Advertised: 01 May 2025 Eastern Daylight Time

     

    Applications close: 18 May 2025 Eastern Daylight Time