Administrative Specialist II
Gainesville, FL
Full-time
Onsite
1 month ago
About the role
Job No: 539957
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 16220000 - LS-GEOGRAPHY
Job Description
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:
Department Operations
Fiscal Administration
Research Administration
Human Resources Administration
Expected Salary:
The salary is $53,000-62,000.
This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave.
Required Qualifications:
Bachelor's degree and three years of appropriate experience or an equivalent combination of education and experience.
Preferred:
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.
Applications Close: 31 May 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/539957
Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Copyright ©2025 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-eeb861eb2d9a5c4db9516fe2714eae15
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 16220000 - LS-GEOGRAPHY
Job Description
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:
Department Operations
- Serve as the office manager and primary administrative contact for department operations.
- Coordinate administrative workflows between the department, CLAS Shared Services Center, CLAS Research Office, CLAS HR, UFHR, and other university offices.
- Provide administrative support and guidance to the Chair, faculty, staff, students, visitors, and college and university offices regarding department processes and procedures.
- Monitor the status of department administrative actions and follow up with appropriate parties to ensure timely completion.
- Assist with planning and coordination of department deadlines and recurring administrative processes.
- Maintain department records and documentation related to administrative, fiscal, HR, and research activities.
- Coordinate with the SSC to ensure department requests are submitted with complete and accurate information.
- Work with the Chair, faculty, and staff on space allocation and asset inventory and management.
Fiscal Administration
- Coordinate department fiscal transactions with the CLAS Shared Services Center, including purchasing, travel, reimbursements, p-card transactions, and other department financial activity.
- Review and/or process department fiscal requests for completeness, accuracy, and alignment with UF, CLAS, and department requirements.
- Track and monitor department spending, commitments, and pending fiscal activity.
- Work with the Chair and faculty to gather information needed for financial reports, budget planning and projections, and expense reviews and reconciliations.
- Review financial activity and assist with resolving discrepancies or outstanding items.
- Coordinate with faculty and staff to ensure financial transactions are processed timely and appropriately.
- Maintain department-level records of fiscal activity, commitments, and approvals.
- Serve as a liaison between the department and SSC regarding fiscal questions, documentation needs, and transaction status.
Research Administration
- Serve as the department contact for research administration processes and sponsored project support.
- Interface with the CLAS Research Office regarding research-related actions, documentation, and workflow needs.
- Assist faculty with gathering information and documentation needed for proposal, award, and post-award activities.
- Provide reports and information to faculty using UF systems, including UFIRST and other applicable tools.
- Monitor grant-related fiscal and appointment activity in coordination with faculty and the SSC.
- Coordinate with faculty and college offices regarding summer appointments, payroll distributions, and effort.
- Review and provide guidance to faculty regarding effort reports and sponsored project administrative requirements.
Human Resources Administration
- Provide administrative support for department human resources activities and personnel processes.
- Coordinate with faculty, staff, CLAS HR, UFHR, and the SSC regarding appointments, payroll distributions, and other personnel actions.
- Gather and review appointment information for completeness before submission for SSC processing.
- Coordinate graduate assistant, teaching, fellowship, grant-funded, and other applicable appointments with the appropriate department and college contacts.
- Proactively monitor payroll distributions and make corrections or changes as needed throughout the fiscal year.
- Monitor time approval activity for accuracy and timeliness and follow up with supervisors or employees as needed.
- Serve as a department liaison regarding CLAS and UFHR policies, procedures, and deadlines.
- Support department tenure and promotion activities, including tracking deadlines and coordination of administrative requirements.
Expected Salary:
The salary is $53,000-62,000.
This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave.
Required Qualifications:
Bachelor's degree and three years of appropriate experience or an equivalent combination of education and experience.
Preferred:
- Experience coordinating administrative operations in an academic, research, or university setting.
- Experience working with shared services, centralized business operations, or similar administrative support models.
- Knowledge of UF fiscal, human resources, travel, purchasing, payroll, and research administration processes.
- Experience using UF systems such as myUFL, UFIRST, UFGO, Enterprise Analytics, or similar administrative systems.
- Experience coordinating fiscal, HR, research, and operational workflows across multiple stakeholders.
- Ability to interpret policies and procedures and communicate them clearly to faculty, staff, and students.
- Strong organizational, communication, and follow-up skills.
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.
Applications Close: 31 May 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/539957
Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Copyright ©2025 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency
jeid-eeb861eb2d9a5c4db9516fe2714eae15
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