Administrative Spec II

University Of Florida Gainesville , FL 32601

Posted 1 month ago

Classification Title:

Administrative Specialist II

Job Description:

The position is located in the Department of Medicine, Division of Gastroenterology, Hepatology and Nutrition encompassing 33 Faculty, 15 Fellows and 8 administrative staff with a total budget over $17M. The Office Manager will be responsible for supervising office staff, event management, 2nd level fiscal management for the Division.

The Office Manager will oversee the operating expense budget for the division and ensuring the division adheres to the approved annual budget. This is a highly visible role that serves as the ambassador of the division with faculty and staff at The University of Florida and with external entities. The position will report directly to the Division Administrator and will work closely with he/she managing the day to day operations of the division.

Essential Functions;

Office Management

1.The Office Manager will manage the front office operations for the Division of Gastroenterology, Hepatology, and Nutrition. This will include ensuring phone lines are covered during working hours in the front office, coordinating a schedule for mail distribution, placing orders for front office supplies, and handling issues with administrative functions, including addressing phone or computer problems, coordinating new employee onboarding, and other duties as assigned.

2.The Office Manager will make work assignments, and establish priorities and deadlines for Division administrative support staff.

3.The Office Manager will plan and coordinate events, including Division annual celebration and multiple CME Programs hosted by GI faculty.

4.The Office Manager will serve as a Building Emergency Coordinator, and disseminate applicable information to faculty and staff as necessary.

Personnel Management and Staff Supervision

1.The Office Manager will coordinate administrative support staff assignments and responsibilities, including coverage for scheduled and unscheduled time off.

2.The Office Manager will supervise administrative support staff. Duties will include but are not limited to conducting annual evaluations, disciplinary action when needed and assignment of tasks and responsibilities.

3.The Office Manager will review and approve staff leave requests.

4.The Office Manager will meet with faculty periodically to review administrative support staff assignments and responsibilities, and ensure faculty needs are being met.

5.The Office Manager will monitor the Division Leave Reporting System and enter all faculty leave requests in Peoplesoft timesheet.

7.The Office Manager will review and approve faculty and staff timesheets on a bi weekly basis.

Fiscal Management, Travel, and Purchasing

1.The Office Manager will reconcile purchase orders, journal entries and P-Card transactions.

2.The Office Manager will review and correct (if necessary) monthly ledger entries.

3.The Office Manager will review and authorize payment for recurring monthly expenses, such as IT support and telephone expenses.

4.The Office Manager will monitor, along with the Division Administrator, the operating budget of the Division, including reviewing operating expenses and capital purchases.

5.The Office Manager will provide oversight of the fiscal transactions within the Division including purchasing and P-card transaction.

6.The Office Manager will prepare travel authorizations and process expense reports for the Division, ensuring they are completed in a timely manner.

7.The Office Manager will prepare and submit invoices for payment and receipt for GI Division research projects.

8.The Office Manager will work with lab managers to order equipment and supplies.

Backup for Division Administrator and other duties

1.When the Division Administrator is out of the office, the Office Manager will function in his/her place. This includes attendance at mandatory Departmental and College meetings, assisting IMMS and DDS Clinic management with any issues, and assisting the office staff in endoscopy coverage issues.

2.Other miscellaneous duties as assigned by the Division Administrator.

Expected Salary:

$51,000 - $55,000

Minimum Requirements:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:
Working knowledge of UF fiscal policies and procedures

Working knowledge of PeopleSoft

Working knowledge of Epic systems

Understanding of Department of Medicine Processes and Procedures Special Instructions to Applicants:

In order to be considered, you must upload your resume.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Spec I

University Of Florida

Posted 1 month ago

VIEW JOBS 9/16/2021 12:00:00 AM 2021-12-15T00:00 Classification Title: Administrative Specialist I Job Description: The Administrative Specialist I position is actively involved in many facets of the Office of the Vice President for Student Life. This is a 3-year time-limited position providing extensive fiscal support. General office support includes but is not limited to greeting guests, providing phone coverage, calendaring, event support, and working on special projects as needed. This position will also provide backup support for human resource transactions. Research information for purchases, obtain quotes, creates Requisitions for Purchase. Process encumbered and unencumbered invoices. Serves as a public contact for the office and answers inquiries by e-mail, mail, telephone, and in person. Arranges and coordinates events or conducts special administrative projects. Prepares documents and correspondence. Maintains office supply inventory. Monitors the maintenance of equipment, break room, and other facilities as needed. Research travel information and coordinate travel arrangements. Process Travel Authorizations, Expense Reports, and Employee Reimbursements Pcard review and reconciliation Perform receipt reconciliation for Monthly Reconciliation process Generate financial reports from myUFL Provide back-up for Human Resources (ePaf) transactions Expected Salary: $21.55 -$23.95 Commensurate with Experience Minimum Requirements: Bachelor's degree; or an equivalent combination of education and relevant experience. Preferred Qualifications: Proficiency in Microsoft Excel. Knowledge of PeopleSoft is preferred but not required. University Of Florida Gainesville FL

Administrative Spec II

University Of Florida