Administrative Assistant II - UF Department of Health Education and Behavior

This position supports the faculty, students and staff in the operation of all purchasing and travel transactions in the UF Department of Health Education and Behavior; serves as liaison with vendors, guests and the UF Disbursements, Procurement and Travel offices; assists with processing property and assets for the department and consults with the Department Chair and Office Manager regarding policies and procedures for p-cards, purchasing, travel and other department operations; assists with events and other administrative functions that support the department’s daily operations. This position requires understanding of the complexity of UF foundation, state-appropriated, auxiliary, and research funding and exercising judgment in interpreting and executing relevant state and university policies and procedures to ensure responsible fiscal practices and an organized, cooperative work environment. This position reports to the department Office Manager (Administrative Specialist II).

 

Administers all purchasing for the department. This includes assembling and maintaining auditable fiscal back-up and documents, reconciling p-cards within the university’s required timeframe, working directly with new vendors on completing necessary forms for inclusion in UF’s vendor file, initiating purchase orders, collecting packing slips, reviewing invoices for accuracy and obtaining budget approval from the office manager prior to processing payments. Acts as liaison for the department in purchasing transactions with the university and outside vendors. Collects data in order to plan for upcoming budgetary needs. Provides and interprets state contracts and use of state-certified minority businesses for controlled purchases and keeps abreast of UF Procurement rules and regulations. Reviews invoices for accuracy and ensures corrective action is taken in a timely manner. Initiates office supply orders and purchases for department meetings and events. Initiates work order requests for equipment and space service and repair. Posts p-card voucher numbers into accounting spreadsheets. Assists college grant administrators with processing payments and ensuring charges are allowable.

 

Coordinates the processing of all travel authorizations and expense reimbursements for the department. Maintains auditable back-up documentation, enters travel authorizations for foreign and domestic travel into PeopleSoft prior to departure to secure approvals; enters all expense reimbursement requests in a timely manner and verifies that all reimbursements are processed accurately. This requires the incumbent to be knowledgeable and current in UF’s travel policies and procedures. Educates travelers prior to departure and assists with travel arrangements (e.g., for job candidates).

 

Assists with administrative functions that support the department’s daily operations including but not limited to: providing front office coverage, greeting internal and external visitors, students, vendors, etc., answering/routing phone calls, responding to inquiries, taking messages, receiving and distributing packages and mail, running on- and off- campus errands, maintaining office supply inventory, assists with the planning, coordination, and execution of departmental meetings, seminars, and events conducted on a weekly, monthly, and annual basis including the Coffee & Conversation series, Brown Bag Seminars, HEB Spring Awards Ceremony, DK Stanley Day, and other department-sponsored programs and activities. Clerical/secretarial functions (copying, faxing, scanning) for the purpose of supporting office operations.

 

 

• UF fiscal experience; Knowledgeable of University policies and procedures for procurement, accounts payables, and travel

• Ability to work independently and in a group setting, problem solving, able to take complex and unrelated information and organize it into workable terms

• Deadline-oriented with excellent organizational skills