Administrative Spec II

Classification Title:

Administrative Specialist II

Job Description:

This position serves as a leader for the Institute of Food and Agricultural Sciences (IFAS) financial processes. This key role will meet with stakeholders to learn what processes currently exist. As new financial software and strategies emerge from UF, the selected candidate will liaise with leaders, stakeholders, and trainers within UF and IFAS. Through thoughtful review of current processes and conversations about upcoming systems, the incumbent will suggest, develop, and implement financial processes that increase satisfaction and productivity within IFAS. To accomplish this, superb written and verbal communication skills, ability to navigate business intelligence tools, and understanding of UF and governmental financial policies will be required.

A key role for this position is to disseminate information. The incumbent will represent IFAS in core UF department conversations about financial processes and needs. This position will also communicate processes and financial information to IFAS Units. The selected candidate will lead virtual and in-person trainings, coaching, and mentoring. Travel around Florida to meet with IFAS partners will be required. To support the fiscal processes, instructional guides, standards of operations, website maintenance, and similar will be created and maintained.

This role will also serve as office administration. Not only is there a need for this assistance within our unit, by assisting with these duties, the incumbent will be able to better analyze the processes involved for the completion of normal business tasks. The office administration duties may include the following:

• Assist with maintaining office supplies, schedules, copier functions, assets, network managed by, software license, keys, vehicles, and space allocation.

• Data entry. Maintaining departmental budgets.

• Reviewing payroll.

• Providing a welcoming environment for new staff including training.

• Serve as Department Security Administrator (DSA for software access).

• Assist with processing financial transactions and expense reports, as needed.

• Assist with chart of account requests, budget transfers, expense corrections, expense to revenue requests.

• Assist with similar financial or office tasks that may arise.

Expected Salary:

$52,500 - $62,500, commensurate with education and experience

Minimum Requirements:

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

Preferred Qualifications:

• Experience with UF, state, and federal financial policies, procedures, and software.

• Experience maintaining budgets.

• Ability to learn new software and business intelligence tools. Strong Microsoft skills, including Excel. Has the potential to learn business intelligence tools.

• Excellent written and verbal communication.

• Experience with training and mentoring staff.

• Experience with training and creating informational documentation.

• Take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks, and consistently meet deadlines.

• The ability to take initiative, accurately establish priorities, complete complex assignments in a timely manner, and adapt quickly to changing needs and conflicting challenges.

• Accuracy, attention to detail and a customer service-oriented attitude.

• Competency in locating and communicating solutions.

Special Instructions to Applicants:

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

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

Health Assessment Required: No