Administrative Specialist II

　　Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=530001&lJobSourceTypeID=796&sLanguage=en-us) Job no: 530001

　　Work type: Staff Full-Time

　　Location: Main Campus (Gainesville, FL)

　　Categories: Human Resources

　　Department: 11800000 - RE-ANIMAL CARE SERVICES

　　Classification Title:

　　Administrative Specialist II

　　Job Description:

　　Serve as Assistant to Executive Director

　　-Maintain Executive Director’s calendar

　　-Schedule meetings for Executive Director and Clinical Veterinarians

　　-Send reminders prior to meetings

　　-Reserve conference rooms

　　-Reserve van for travel

　　-Label files/folders

　　-Create, format and print documents requested:

　　-Gather data/metrics/information

　　-Make charts, graphs, spreadsheets, tables, pie charts in Excel and PowerPoint

　　-Create Visio flow charts, organization charts in Visio

　　-Edit and make documents/tables/PowerPoints visually appealing

　　-Research information within University systems as requested:

　　-Get floor maps from STARS

　　-Gather grant award information from UFIRST

　　-Search and get all applicable policies, rules, regulations, guidance documents

　　-Maintain and re-stock (as needed) Executive Director office supplies

　　-Maintain and change Executive Director’s printer cartridges, as needed

　　-Set up travel (flights, hotels, rental cars, taxis) for Executive Director:

　　-Create travel “package” for Executive Director before trip

　　-Create, on occasion, campus surveys in Qualtrix and collate information at end of survey

　　Human Resources Duties (performed under the direction of the HR Manager):

　　-Payroll and Time Keeping:

　　-Complete bi-weekly payroll uploads, approvals, and checks.

　　-Send out bi-weekly payroll reminders to management staff; include any additional time reporting information for the period including but not limited to early payroll closing, December Leave Cash Out instructions, etc.

　　-Monitor time keeping systems to ensure managers are approving and entering in the correct time for employees.

　　-Manage employee profiles in Time Clock Plus to ensure new hires are added and under the correct manager. Remove inactive employees. Update TCP roles as needed.

　　-Coordinate with the Office of Research HR department to resolve leave balance/pay discrepancies.

　　-Health Monitoring:

　　-Coordinate initial and annual employee health monitoring including but not limited to new hire

　　-Animal Contact enrollment, Hearing Conservation enrollment, and Respirator Use enrollment.

　　-Relay medical restrictions to managers.

　　-Maintain spreadsheets tracking Animal Contact Renewals, Annual Hearing Conservation Reassessments, Q fever and BioPath.

　　-New Employee Orientation/On Boarding:-Coordinate new employee start dates with Managers and Education Trainer.

　　-Ensure new employees meet both UF and ACS training requirements.

　　-Maintain annual training requirements for all ACS employees.

　　-Maintains ACS IT access for new hires.

　　-Develop and maintain bulletin board with staff photos in each facility

　　-HR Office Duties:

　　-Maintain HR Spreadsheets including but not limited to Probationary Periods, Attrition Rates, Terminations, Training Transcripts, and Health Status

　　-Update and maintain employee files in the HR office

　　-Coordinate with the UF Research HR department and ACS HR Manager on employee’s ELOA, FMLA, and PPL paperwork in a timely manner.

　　-Serve as an ACS HR contact for managers, employees, past employees, and other UF Departments

　　-Maintain ACS HR e-mail account and calendar in conjunction with HR Manager.

　　-Assist with employee and manager questions as needed, relay necessary information to UF Research HR and HR Manager

　　-Maintain Personnel table updated-Complete any other Special Projects, as assigned

　　Departmental Functions:

　　-Oversee kitchen, supply room and conference room:

　　-Check copier for paper, check shredder bin for fullness

　　-Maintain kitchen area and fridge, mark expiration date on Official Supplies

　　-Tidy conference room, make sure monitor is off every evening

　　-Organize, label and file supplies

　　-Order supplies when needed (coordinate with Supply Manager)

　　-Receive, sort and distribute incoming mail for ACS; log incoming checks with Accounting

　　-Create door signs for office doors for new employees or when changes occur

　　-Order Business Cards for new employees

　　-Maintain office SunPass Accounts

　　-Assist with planning, organizing and implementing Holiday luncheon (coordinate with HR)

　　-Assist with Tech week activities

　　-Plan resignation/retirement events, order and get gift for recipient etc. (coordinate with HR)

　　-Schedule Husbandry staff interviews

　　-Maintain and update table of “ACS Interviews with Potential PIs” every month

　　-Set up travel (flights, hotels, rental cars, taxis) for staff:

　　-Create travel “packages” before trip

　　-Create PeopleSoft Travel authorization before trip

　　-Collect all receipts for traveler and process Expense Report in PeopleSoft

　　-Process internal departmental requisitions to reconcile purchases from PCard for departmental supply orders, professional licenses, fees, memberships and misc. items

　　-Assist with residency completion certificates/plaques/celebration

　　-Schedule larger meetings for multiple Clinical Veterinarians/managers/training

　　Training Duties:

　　-Assist Husbandry Training Coordinator with scheduling of N95 fit testing with EH&S for New Hires

　　-Assign Policy Manager reading groups for New Hires

　　-Assist with scheduling of rooms for in person trainings, lunch and learn, webinars, etc.

　　-Schedule training staff interviews

　　-Assist with management and payment of memberships

　　Expected Salary:

　　$60,000 Annually

　　Minimum Requirements:

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

　　Preferred Qualifications:

　　Bachelor’s degree is preferred, with excellent writing and publishing skills. 4 years of office experience supporting a department chair or Dean/Director is also preferred.

　　Special Instructions to Applicants:

　　This is not a remote work position, and it is located on the University of Florida main campus in Gainesville, FL.

　　In order to be considered, applicants must provide a cover letter, resume, and list of three professional references.

　　A criminal background check is required.

　　This is a time-limited position.

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

　　Health Assessment Required:No

　　Advertised: 19 Jan 2024 Eastern Standard Time

　　Applications close: 02 Feb 2024 Eastern Standard Time