OPS Administrative Assistant II

　　Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=530020&lJobSourceTypeID=796&sLanguage=en-us) Job no: 530020

　　Work type: Temp Full-Time

　　Location: Alachua

　　Categories: Office/Administrative/Fiscal Support

　　Department: 28060000 - VM-COMP, DIAG & POP MEDICINE

　　Classification Title:

　　OPS Administrative Support Assistant II

　　Job Description:

　　This position provides support and assistance to the Administrative Specialist and the Chair and Faculty of the Department of Comparative, Diagnostic, and Population Medicine. The Administrative Support Assistant provides travel, purchasing, and procurement card support to the faculty and is responsible for ensuring all purchases and travel arrangements follow UF policy and, when grant or research funds are used, that all governing policies are followed. Additionally, this position monitors all faculty and departmental operating accounts and reconciles expenses regularly to catch and correct errors. This position also assists with annual space certification, assists with faculty candidate interview, assists with training new personnel and implementing new fiscal policies and procedures, and cross trains with other staff on various office related duties.

　　Travel

　　Coordinates travel needs for Department, including:

　　Makes domestic and international travel arrangements for department members including verification of funds, submitting required forms (TAs) and obtaining appropriate authorization.

　　Acts a as a liaison between person traveling and outside agencies, such as car rental agencies, travel agents, and airlines.

　　Prepares Expense Report for reimbursement on travel expenses incurred while traveler was away, including verifying hotel bills, meal expenses, and miscellaneous expenses.

　　This position will be responsible to ensure that all travel expenses stay within University guidelines, and that expenses have been kept to a minimum (cost efficient).

　　Act as a liaison between the Department/Faculty and the UF CVM travel team.

　　Purchasing

　　Acts as proxy to pcard holders within the department to ensure pcard receipts are properly submitted in a timely manner including collection of receipts, determining funding sources, and advising pcard holders of appropriate pcard purchasing.

　　Assisting faculty and biological scientists with purchasing via myUFL market, special order (onbase) or pcard; ensure that items are allowable purchases, are received, and charges are applied to the correct account.

　　Approves invoices for payment, etc. on department overhead, grants, state accounts, miscellaneous gifts and grants and combined grants.

　　Contacts vendors for quotes, receipts, or refunds

　　Fill out UFF-PA forms and sole source justifications

　　Act as a liaison between the Department/Faculty and the UF CVM purchasing and pcard teams.

　　Account Monitoring

　　Assists Administrative Specialist in reviewing financial statements provided by the College of Veterinary Medicine Financial Services Offices, reconciling CVM accounts to the University’s departmental ledgers, and explains any budget variances and/or requests and records necessary corrections; maintains individual departmental accounts in department’s account program (Excel spreadsheet) and/or any other account management system.

　　Collects and organizes information and data, conducts research or analysis, and provides input or recommendations for problem resolution in terms of department or faculty spending, expenses, or overspent accounts; In consultation with Department Chair and Administrative Specialist, compiles various budgetary data for reporting purposes, including annual budget and financial reports.

　　Monitors all accounts for budgetary adherence, many of which are grant accounts. Ensures that all funds are spent appropriately within budget periods and final reporting of grants. Reviews proposals for appropriate administrative and budgetary requirements.

　　Acts as liaison with other university units including CVM Financial Services Office

　　In consultation with the Administrative Specialist

　　Cross trains with staff for vehicle, meeting, and room scheduling, as well as other related duties as deemed appropriate by supervisor.

　　Assists with annual Space certification

　　Assists with faculty candidate interviews, including travel or meal arrangements and reimbursements and escorting candidates during interviews.

　　Assists with the training of personnel on procedures for accounting systems.

　　Assists with the implementation of any organization changes and/or new accounting or clerical procedures.

　　Cross trains with staff for vehicle, meeting, and room scheduling, as well as other related duties as deemed appropriate by supervisor.

　　Specific instructions given with each new project. Employee is expected to plan and organize their assignments independently with moderate direction for supervisor. Employee is expected to advise supervisor of any changes or updates related to the various programs they support.

　　Expected Salary:

　　$17.00 - $18.50 per hour

　　Minimum Requirements:

　　High school diploma or equivalent and four years of relevant experience.

　　Employee should be able to communicate effectively and professionally verbally and in writing and serves as a unit contact and liaison to the other college and university departments. Frequent communication with faculty is a requirement.

　　Ability to strategically plan each day to ensure all demands are met with organization and ease.

　　Preferred Qualifications:

　　Bachelor's degree and two years experience.

　　Ability to work independently, to listen and follow directions, and meet deadlines;

　　Ability to collect, compile, evaluate, and analyze, data;

　　Ability to plan, organize, coordinate and prioritize multiple work assignments;

　　Ability to accurately enter data and respond in a timely manner to information requests;

　　Ability to communicate effectively verbally and in writing;

　　Ability to maintain confidentiality with sensitive materials and act with discretion;

　　Ability to maintain effective communication with supervisor;

　　Ability to establish and maintain an effective working relationship with faculty and staff, handle telephone calls and emails in a courteous and efficient manner;

　　Knowledge of, and ability to use, standard business formats and styles, correct spelling, punctuation, and grammar with particular attention to ensuring communications are well put together and formatted correctly;

　　Demonstrated ability to perform math calculations, create and navigate complex accounting spreadsheets including use of excel formulas, high level of experience and understanding of standard accounting financial records;

　　Outstanding computer knowledge and skills with demonstrated skill using Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook), Adobe Acrobat, and WordPress;

　　Exceptional organizational and time management skills, high levels of attention to detail, reliability, and professionalism;

　　Experience in an Academic or University setting, including Purchasing, Procurement Cards, Travel, Account Reconciliation, Grants, and general accounting.

　　Extensive knowledge of rules and regulations of the University of Florida, State of Florida, Federal and other funding agencies is highly preferred to operate effectively and efficiently in this position

　　Special Instructions to Applicants:

　　In order to be considered, you must upload your cover letter, resume and list of references.

　　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