Beyond120 Administrative Specialist III

　　Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=530043&lJobSourceTypeID=796&sLanguage=en-us) Job no: 530043

　　Work type: Staff Full-Time

　　Location: Main Campus (Gainesville, FL)

　　Categories: Office/Administrative/Fiscal Support

　　Department: 16520000 - LS-CLAS ACADEMIC ADVISING

　　Classification Title:

　　Administrative Specialist III

　　Job Description:

　　The Beyond120 Program in the College of Liberal Arts and Sciences is seeking an Administrative Specialist III. This position provides professional oversight to the faculty, staff, and students of the Beyond120 program. It requires a highly skilled and motivated professional to manage the unit's fiscal, human resource, and operation elements. The Administrative Specialist III is responsible for the management of all budgetary and fiscal transactions, as well as administrative functions. The Administrative Specialist III liaises with other units in the College and throughout campus. This position interacts regularly with faculty, staff, and visitors to the program. They work closely with the Director and participate in establishing processes and procedures where appropriate, and recommend action for resolving issues across the program. Duties and responsibilities include, but are not limited to:

　　Administrative Support

　　Working in tandem with the director, this position will develop and implement processes and workflows that efficiently maintain day-to-day operations. Periodically reviews operating procedures and recommends changes to the director.

　　Attends College and university-wide meetings to ensure the program’s compliance with established policies and procedures.

　　Coordinates the completion of administrative reports as requested or required by the University or external organizations, in most cases assisting the director as needed. Where appropriate, liaises with other organizations both to facilitate the preparation of primary reports and address any follow-up requests. These reports may require research of records, collection and analysis of data, and the maintenance of databases.

　　Responsible for maintaining the Space Report, Faculty Activity Reports, Non-Academic Reports, Instructor Workload Reports, and Course Scheduling.

　　Responsible for Asset Management. Ensures that assets are accounted for, and Asset Identification Numbers are affixed to university property in accordance with university policies and procedures.

　　Responsible for the office’s daily operation. Maintain current phone system and directory. Orders supplies via myUFL market. Submits work orders to UF Facilities. Maintains Key Inventory. Oversight of scheduling or needed room reservations.

　　Preparing travel authorizations and making travel arrangements including hotel reservations, rental cars, airlines, and conferences for faculty, staff, students, candidates, guest speakers, and visitors.

　　Event Planning Activities

　　Provide administrative assistance to the Beyond120 director with the coordination of Beyond120 activities and initiatives. Work with the director in planning when appropriate and work in implementing the program directions as determined by the director.

　　Assisting as directed with planning, implementation, and coordination of speaker panels, workshops, excursion logistics, seminars and conferences. May have oversight of speaker travel arrangements and itinerary, venue setup and takedown, guest lists, and catering and reception set-up.

　　Facilitates travel, itineraries, and meeting arrangements with companies, employers, and recruiters for both on and off campus meetings and events.

　　Provides administrative support to a variety of Beyond120 student programs, including scholarship awards, Experiential Scholars, Pre-Health Scholars, undergraduate research awards and experiential learning initiatives, in a manner that proactively communicates project details and results among UF faculty, staff, students, and partner entities. Maintains accurate scholarship records and funds awarded.

　　Serve as a member of Beyond120 ad-hoc teams that provide program assistance in preparation for public events, strategic planning activities, program assessment, or other program-wide activities as needed.

　　Financial

　　Coordinates the overall fiscal administration of the program’s purchasing, personnel, and travel/expense reimbursement. Responsible for monthly account reconciliation as well as the organization of monthly budget meetings. Works with Finance & Accounting, Purchasing and Disbursement Services to resolve discrepancies. In coordination with the director, make decisions on fiscal matters.

　　Record and maintain records of donor gifts. Work with the director on communication to donors and promptly send communication such as thank you letters.

　　The individual works with the director in the development of fiscal year budget requests. Analyzes past fiscal records, calculates future expense and asset needs, projects expenditures, and makes recommendations to the director for inclusion in the program Review.

　　Responsible for purchasing. Initiates and/or approves requisitions for supplies, services, furniture, equipment, and assets; establish blanket encumbrances; reviews and authorizes invoices for payment.

　　This position is the contact person for all fiscal and financial information of the unit.

　　Human Resources

　　Performs the program’s human resource functions, including payroll and leave processes; hiring and appointment processes; effort reporting; onboarding of new faculty, staff and OPS hires; and other necessary and relevant personnel actions that ensure compliance with UF established rules, regulations, policies and procedures. This position will also serve as the program’s UF identity management coordinator and maintain data related to faculty and staff identification in the UF Directory.General Duties

　　Other administrative duties and projects assigned by the director.

　　Conducts special projects or participates in interdepartmental workgroups and performs confidential or non-routine administrative duties as needed.

　　The College of Liberal Arts and Sciences is the heart of the University of Florida and the Gator Nation with over 800 faculty. As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural and mathematical sciences.

　　UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6thin the country among public universities (US News and World Report 2023 rankings) and 1stamong public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer atVisit Gainesville (https://www.visitgainesville.com/) .

　　Expected Salary:

　　The salary range is $54,000 - $65,000, commensurate with qualifications and experience and the compensation includes a full benefits package.

　　Employment Benefits include:

　　Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families, and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.

　　Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.

　　Leave: UF staff enjoy a generous paid leave plan as well as access to a sick-leave pool, parental leave, and leave payouts.

　　Minimum Requirements:

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

　　Preferred Qualifications:

　　Ability to work independently and utilize problem-solving techniques.

　　Ability to collect, evaluate, and analyze data relating to administrative functions, i.e., accounting, budget, payroll, personnel, and purchasing.

　　Ability to plan, organize, and coordinate work assignments.

　　Knowledge of administrative principles and office procedures and practices.

　　Ability to communicate effectively, both verbally and in writing.

　　Ability to understand and apply State, University, and Beyond120 policies and procedures.

　　Ability to establish and maintain effective working relationships with others.

　　Special Instructions to Applicants:

　　In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references.

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

　　Health Assessment Required:No

　　Advertised: 22 Jan 2024 Eastern Standard Time

　　Applications close: 04 Feb 2024 Eastern Standard Time