Administrative Support Assistant II

University Of Florida Gainesville , FL 32601

Posted 1 week ago

Classification Title:

Administrative Support Assistant II

Job Description:

Personnel & Recruiting Processes

Provide support with UF Research HR functions; updating position descriptions prior to posting positions for recruitment, conducting pre-employment screenings, drafting letters of offer, inputting new hire appointments, terminations and other job-actions as needed.

Assist new employees in the completion of appropriate payroll forms, verifying information provided is correct and in compliance with department, university and federal policies

Process leave cash-outs for terminated/retired employees. Process off-cycle and emergency checks when authorized.

Provides analysis of attendance to supervisors/managers when requested.


Through coordination with the Director, the employee is responsible for reviewing and monitoring Time & Labor. These duties include monitoring payable time, reviewing vacation and sick leave entries are entered timely and accurately, and reviewing final payroll listings bi-weekly.

Input and verify payroll distributions for new hires and current employees.

Process various payroll-related actions including leave cash-outs, on-cycle requests, emergency checks, and cross-college distributions.

Administrative Support

Process requests for graduate student travel and conference funds, including reviewing applications for travel funds, processing of approval letters, and disbursement of letters.

Coordinate travel authorizations and expense reports for UF | Research's supporting units, maintaining records of travel expenditures and ensuring payments are accurate.

Maintain knowledge of Travel and Expense policies and procedures to ensure proper compliance.

Serve as backup reconciler for assigned UF | Research employees. Knowledgeable of the PCard procedures and regulations, ensuring that there is budget to cover purchases, monitor PCard activity, review PCard reports in enterprise reporting, Provide PCard verifiers the documentation required to reconciling PCard charges. Provides information to the Purchasing PCard Team in resolving any disputable charges.

In the absence of the Executive Assistants in the Vice President's office, the employee is cross-trained to provide office coverage.

Incumbent is cross-trained to assist all areas of the office during peak workload periods.

Assist with onboarding personnel staff.

Assistance to the Director for Human Resources

Provide administrative assistance to the Director according to the daily needs and operation of the Office of Personnel and Administrative Services. This includes performing errands, scheduling meetings and interviews, reporting services/repairs needed, filing, typing, and acting as a receptionist for the Office of Personnel and Administrative Services.

Effort & Space Certification

Serve as back up to Administrative Specialist for Space and Effort Certifications.

Other duties as assigned

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Administrative Support Assistant II

University Of Florida