Administrative Spec II

Classification Title

Administrative Spec II

Classification Minimum Requirements

Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description

Department Operations

• Partner with clinic administration to provide specialized administrative coordination and resolution of complex issues related to clinic operations.
• Responsible for daily asset management and annual inventory.
• Maintain computer inventory and assignment of offices within 1329 Building.
• Collaborates with Faculty and Office of Research to prepare Faculty Assignment Reports and Effort.
• Oversee department motor pool.
• Manage program meetings and events, including scheduling the venue, coordinating catering, reviewing vendor contracts, and overseeing all details associated with the event.
• Assists department and clinical staff on marketing and community outreach efforts.
• Assist with department website updates.
• Complete annual space allocation survey.
• Reports to the Chair of the department on the Promotion and Tenure process by preparing correspondence requesting reviewers to review packets, gathering vital packet information, and tracking progress of packets.
• Coordinates and supports the work of student assistant in the department.

Purchasing and Procurement

• Collaborate with Office of Research on faculty award requirements, CAS exemptions, and research.
• Review submitted PCard transactions in UFGO prior to approval.
• Process orders in myUF Marketplace.
• Review and approve requisitions and enter appropriate chartfields.
• Work with vendors to become university suppliers.
• Resolve issues with vendor payments.
• Assist with purchasing contract negotiations and routing for signatures.

Travel

• Approve travel related expense reports in UFGO.
• Review UF GO reports from Enterprise Analytics for issues related to open reports and unassigned transactions.
• Assist faculty and staff with travel and expense issues.
• Assist with any travel issues related to DMD Extramural Rotations program.

Fiscal Oversight

• Assist with Tier 2 reconciliation within Transaction Review Dashboard.
• Maintains Excel budget workbooks for foundation accounts to accurately track and reconcile expenditures.
• Assist with reporting requirements for foundation accounts, including running reports from Enterprise Analytics and retrieving supporting documentation from university systems.
• Identify areas for improved efficiency and process improvement related to financial operations with offsite clinics, research labs, and department programs.
• Offer guidance on fiscal processes to ensure compliance with university directives.

Special Projects and Other Duties

• Engage in additional tasks and responsibilities as needed to support departmental operations and objective