Administrative Specialist II Position Available In Alachua, Florida

Administrative Specialist

II JOB NO

535706

WORK TYPE:

Staff Full-Time

LOCATION

Main Campus (Gainesville, FL)

CATEGORIES

Office/Administrative/Fiscal Support

DEPARTMENT

16600000 – LS-AFRICAN

STUDIES PROGRAM CLASSIFICATION TITLE

Administrative Specialist

II CLASSIFICATION MINIMUM REQUIREMENTS

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

JOB DESCRIPTION

Budget Management Assist the Director in preparing and managing the Center’s annual budget.
Oversee the allocation and monitoring of the Center’s financial resources.
Advise the Director on financial decisions to ensure effective resource use.
Liaise with the CLAS Dean’s Office to address budgetary questions and ensure alignment with college guidelines.
Review and reconcile financial activity to maintain accuracy and compliance with UF policies. Fiscal Management Manage purchasing processes for supplies, equipment, travel, and professional services.
Process vendor payments, track expenditures, and maintain financial records.
Establish and oversee blanket encumbrances to support recurring operational needs.
Coordinate with UF’s Property Office to maintain inventory and track equipment.
Ensure that all fiscal transactions comply with university procurement policies and procedures. Grant Management Provide pre- and post-award support for all Center grants and sponsored projects.
Collaborate with faculty on proposal budgets and ensure alignment with UF cost principles.
Monitor grant expenditures to ensure compliance with federal, state, and university requirements.
Coordinate with the Division of Sponsored Programs and Contracts & Grants for submissions, reporting, and close-out processes.
Assist with no-cost extensions, budget transfers, and progress reports to support PIs in managing their research funding. Human Resources Process appointments for faculty, staff, OPS employees, graduate assistants, and student workers.
Enter and maintain payroll distributions; review paylists and correct time and labor entries as needed.
Liaise with CLAS HR and UFHR to ensure compliance with policies and procedures.
Prepare letters of offer and coordinate onboarding for new hires, including adjuncts and international visitors.
Supervise and train administrative staff and student assistants; recommend and implement office procedures.

EXPECTED SALARY

The salary is $55,000 – $65,000. This is a TEAMS position—UF’s designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about TEAMS benefits here.

MINIMUM REQUIREMENTS

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

PREFERRED

Substantial experience with spreadsheets and databases.
Familiarity with UF policies and procedures regarding personnel, academic regulations, and grant administration.
High level of competence with commonly used computer software (Microsoft Office Suite), PC and Mac computers, web design software, and database software.
The ability to supervise personnel at various levels.

SPECIAL INSTRUCTIONS TO APPLICANTS

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

HEALTH ASSESSMENT REQUIRED

No.

ADVERTISED

01 May 2025 Eastern Daylight Time