Administrative Assistant II

United States·Gainesvillemid

Administrative AssistantAdministration & Office Support

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High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

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Administrative AssistantAdministration & Office Support

Classification Title:	Administrative Assistant II
Classification Minimum Requirements:	High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Job Description:	Department HR • Prepare and review the submission and approval of human resources transactions, including recruitment, hires, position updates and reclassifications, terminations, and additional pay, etc. Work with college HR Manager as needed on more complex transactions such as Special Pay Increases, retirement, and leave cash outs. • Facilitate faculty votes, including communication and follow up on outcomes • Prepare and support visa and immigration for short and long-term visiting scholars without pay. • Prepare and support visa and immigration related to HR positions, sponsorship of exchange visitors, temporary workers and employment-based permanent residents. Responsible for processing renewal documents for current employees. • Serves as liaison between the unit and Human Resource Services, Academic Personnel, Payroll, Purchasing Services, Disbursement Services or General Accounting. • Attend college and university meetings to ensure the Department’s understanding of and compliance with rules and regulations. Administrative Support • Process travel and expense reports • Provide general administrative assistance, including preparing reports, assisting with special projects, and ensuring smooth daily operations of the department. • Provide support to fiscal staff in the analysis, reconciliation, and approval of Department related Marketplace and Pcard transactions, as well as journal entries. • Assist with reviews of expenditures, balances, and transactional detail. • Support department by answering phones, greeting visitors, distributing incoming/outgoing mail, scheduling of conference rooms, etc. Payroll • Responsible for Payroll processes including communication of payroll closing deadlines, submission of bi-weekly, supplemental, and one-time payments as well as over-payments and refunds. Compiles and analyzes payroll data and compiles reports as needed. • Research and resolve payroll related issues in conjunction with Office Manager and Research Administrator as needed. • Process payroll distributions (including cross-college requests), tuition waivers, and related documentation with assistance from Office Manager and Research Administrator. Manage fellowships, graduate scholarships, and ensure all forms, evaluations, and compliance materials are up to date. Effort • Complete online Effort Reporting and Faculty Assignment reports each semester, working directly with College and Department Research staff, Office Manager and/or faculty members to resolve problems.
Expected Salary:	Commensurate with experience
Required Qualifications:	High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred:	Proven ability to quickly learn and adapt to new systems, software tools, and processes. Flexibility in adapting to evolving programs and procedures while maintaining a high level of accuracy and efficiency. Experience in a human resources setting is preferred. A customer-focused approach when assisting employees and supervisors, with the ability to handle inquiries professionally and courteously. Excellent written and verbal communication skills, with the ability to tailor messages thoughtfully and effectively to staff, faculty, supervisors, senior leaders, and other stakeholders." A collaborative mindset, working closely with faculty, staff, department administrators, and key stakeholders. A self-motivated, proactive approach to handling responsibilities, problem-solving, and completing assignments. Exceptional attention to detail and a high level of accuracy in all tasks. Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively. Strong time management skills to meet deadlines and ensure timely completion of duties. Proficiency in relevant software tools, including Microsoft 365/Office Suite (Word, PowerPoint, Excel, OneNote, Teams), Dropbox, and DocuSign.
Special Instructions to Applicants:	In order to be considered for this position, please upload a cover letter and resume. This position is only open to current UF staff. Monday-Friday, 8:00 am – 5:00 pm This position is expected to work in the office on UF main campus 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.
Health Assessment Required:	No