Administrative Specialist I

University Of Florida Gainesville , FL 32601

Posted 3 weeks ago

Classification Title:

Administrative Specialist I

Job Description:

The African American Studies Program is seeking an Administrative Specialist I. This position will manage and oversee all administrative and selected academic functions of the program and will be the principal assistant to the Director. This individual must be able to develop procedures as well as propose and implement solutions to problems. This position will monitor the budget for the program, manage and process all human resources and payroll transactions, act as academic liaison and coordinate various administrative activities. Duties and responsibilities include, but are not limited to:

ADMINISTRATIVE DUTIES: Principal assistant to the Director of African American Studies on administrative matters including tracking and monitoring program budget accounts, startups, personnel, and academic matters. Coordinates with the Director in the development of the program budget. Responsible for the interpretation of University, College, and Program policies and ensuring that the Program is in compliance.


  • Responsible for preparing and submitting faculty administrative reports such as Faculty Assignment Reports, Effort Reporting, Academic Activity Reports, and Annual Activity Reports. Updates and maintains space allocation using the online Space Inventory System.

  • Makes travel arrangements including hotel reservations, rental cars, flights, for conference and research travel for faculty, students, candidates, guest speakers, and authorized visitors. Responsible for completing reimbursement forms.

  • Coordinates tenure and promotion process.


  • Managing all budget and fiscal responsibilities for the unit.

  • Projects annual budgets

  • Records and controls day-to-day financial transactions for various accounts. This requires allocation of expenditures to the proper accounts, maintaining accounting balances, and reconciliation of various ledgers.

  • Maintains accounts, expenditures, and deposits for UF Foundation funds. Records and maintains accurate records of all donations;

  • Maintains state credit card purchases and reconciles accounts.

  • Works with internal and external vendors and coordinates purchases from central purchasing through payable and disbursements.


  • Responsible for program purchases, purchasing card transactions, invoices, travel, and other miscellaneous requests.

  • Responsible for monitoring office operational needs in terms of equipment, supplies, workflow, and materials, as well as the implementation of appropriate systems.

  • Responsible for contracts regarding maintenance of office machines.

Human Resources:

  • Process all faculty, staff, OPS, assistantships and fellowships, student assistant personnel actions in compliance with state, university, and program policies regarding such appointments. Provide authorization for GatorOne Identification card.

  • Responsible for review of pay lists to ensure all employees are paid correctly and that no under- or over-payments occur. Reviews time and labor entries for the department and follows up with individuals to make any necessary corrections, or to obtain approvals.

  • Responsible for training, and supervising student assistants, and future clerical positions;

  • In consultation with faculty search committee chair, schedules and makes arrangements for campus visits for faculty position candidates and new faculty. Organizes and establishes job search files.

  • Compiles and enters data for Instructor Workload Report, Effort tracking, Faculty Activities Report, Non-Academic Activity Report, Student Evaluations.

ACADEMIC ACTIVITIES: Provides support to the unit's undergraduate program by organizing and administering student affairs.

  • Assists in preparing and submitting course scheduling each semester for the program.

  • Assists faculty in ordering textbooks each semester into the University textbook adoption website and order instructor desk copies through the publishers.

  • Assists in registering students for classes. Manage department-controlled courses. Answer inquiries on class availability, waiting lists, credit-hour requirements, etc. Collect and summarize information from various sources and provide reports for the Director, College, and Registrar as needed by other agencies.

  • Responsible for notifying instructors about grading procedures and all academic deadlines. Responsible for entering grades on time in Grade-a-Gator for non-classroom sections, and Individual Work.

  • Processes and maintains student teaching evaluations

  • Maintains personnel files, correspondence, reports, forms, and other documents, some of which may be confidential.

RECEPTION AND GENERAL DUTIES: Responsible for the office daily operation. Greets and routes visitors, answers and directs incoming calls, and distributes mail. Serves as receptionist for the office, routes visitors as required.

  • Maintains current phone system and directory.

  • Submits work orders to Physical Plant Division (PPD).

  • Maintains key inventory.

  • Oversees and compiles/updates all databases and mailing list

  • Oversees the program library.

  • Prepares calendars of events for the semester.

  • Responsible for outgoing and incoming mail, directs incoming mail to appropriate locations;

  • Acts as computer contact for AAS.


  • Organizes and assists with arrangements for meetings, conferences, receptions, retreats, symposiums, and fundraising events.

Advertised Salary:

The salary range is $16.19 - $18.50 per hour, commensurate with qualifications and experience.

Minimum Requirements:

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

Preferred Qualifications:

  • Ability to organize work and deal with large amounts of paperwork. Knowledge of University and College requirements and policies.

  • Ability to work independently, set priorities, and utilize problem-solving techniques.

  • Ability to manage office and assure the production and smooth flow of business.

  • Knowledge of various University, state policies, and procedures related to personnel.

Special Instructions to Applicants:

Please upload a cover letter, resume, and list of names and contact information of three (3) professional references.

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

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required:


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Administrative Specialist I

University Of Florida