University of Florida · 1 day ago
Administrative Spec II
Gainesville, FL
Full-time
Onsite
Mid Level
3+ years expUniversity of Florida is seeking an Administrative Specialist II to provide support for the Director’s Office. The role involves managing correspondence, organizing meetings, maintaining files, and overseeing personnel and payroll administration within the department.
Higher Education
Responsibilities
Prepares general and confidential correspondence and reports for the Senior Director and four Associate Directors
Maintains calendar, plans and organizes meetings for the Senior Director
Performs confidential or non-routine administrative duties
Organizes committee meetings; attends and records minutes
Maintains departmental files; papers and electronic data; determines retention period and disposes of materials properly when retention has been met
Works with IT Professionals to develop and implement digital storage for records (such as OnBase). Trains departmental users on the software and its uses
Serves as division telecommunications/departmental directory coordinator
Interacts professionally with representatives from other divisions within Business Affairs, other University departments, and the public
Serves as a unit contact with Business Affairs and oversees the provision of administrative services and the resolution of problems and inquiries
Assigns, distributes, and tracks EH&S building keys. Maintains accurate database
Arranges and coordinates large events and conducts special administrative projects. Assists and/or coordinates special projects as assigned through the Director or Associate Directors
Disseminates information to units and serves as a resource for word processing, reporting, policies and procedures
Receives and maintains confidential or sensitive information
Performs confidential or non-routine administrative duties
Tracks and coordinates personnel criteria for EH&S Senior Director who fills a faculty position
Prepares, updates, and maintains forms which are made available on the website and through other sources
Creates and maintains departmental personnel files
Acts as liaison between EH&S and the Business Affairs (BA) UF Human Resources (HR) department
Assists the BA-HR office in competing all personnel-related actions, including posting new positions for hire, updating position descriptions, new hire paperwork, terminations, FMLA actions, and leave administration
Assists EH&S employees in the resolution of complex human resource issues
Monitors EH&S employees’ occupational health exam dates to ensure compliance
Assigns training for new hires within EH&S, tracks completion
Monitors EH&S employees’ training to ensure continual compliance with courses with expirations, such as HIPAA, FERPA and Preventing Harassment
Maintains current general knowledge of UF personnel policies and procedures
Handles all Payroll and Leave actions for EH&S
Monitors Payroll and Leave activity in PeopleSoft
Ensures that time and leave are reported timely and accurately as required for UF Payroll closing deadlines
Assists the BA-HR office in preparing all documents for leaves of absences
Processes adjustments to time related to prior pay periods to ensure accuracy
Reviews pay list to ensure accuracy and provides a report to the Finance Manager
Prepares deposits and maintains accurate records
Compiles data and prepares invoices for various programs within EH&S
Prints and distribute invoices and maintains subsidiary ledger of accounts receivable
Assists Finance Manager and financial team with various projects
Supervises TEAMS Receptionist, position # 00018643
Prepares and monitors Receptionist schedule
Establishes priorities and deadlines, makes work assignments and manages reception activities
Delegates work and supervises workload of Receptionist
Provides new training and ongoing updated divisional information for Receptionist
Acts as an information source
Coordinates phone coverage between self and other division clerical staff in the event of absence of Receptionist
Work with UF Marketing and Communications Department and stay up to date with UF branding policies
Provide oversight and assistance in managing the department social media platforms and help create digital media content
Work with Instructional Designer & Training Coordinator to create and publish the EH&S Newsletter
Attend Business Affairs Communication Meetings and keep EH&S website up to date on contact information
Qualification
Required
Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience
A valid Florida Driver's License is required
Preferred
Proficient knowledge in Microsoft Office Suite (Outlook, Word, Excel)
Knowledge of PeopleSoft System
Knowledge of UF Financial System, or in producing travel authorizations and expense reports
Knowledge of standard business formats and styles for letters, business forms and reports
Knowledge of general office procedures, techniques necessary for handling telephone calls in a courtesy and efficient manner, basic filing practices, and basic record retention requirements
Knowledge rules and regulations governing Payroll and Leave Administration systems, and UF administrative principles and procedures
Ability to work independently and use a personal computer in a productive manner
Ability to organize and coordinate work assignments to meet deadlines
Ability to communicate effectively verbally and in writing
Ability to establish and maintain positive working relationship with co-workers and extended campus personnel
Ability to perform duties in an accurate, timely and confidential manner
Company
University of Florida
University of Florida is a public land-grant research university in Gainesville, Florida.
10001+ employees
H1B Sponsorship
University of Florida has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (388)
2024 (307)
2023 (278)
2022 (282)
2021 (169)
2020 (162)
Funding
Current Stage
Late StageTotal Funding
$6.83MKey Investors
Align TechnologyUS Department of EnergyNFWF
2025-06-02Grant
2024-09-17Grant· $2M
2024-09-10Grant· $0.18M
Leadership Team
Sri Kalyanaraman
Co-founder, VR for the Social Good Initiative
Chris Cowen
Senior Vice President and Chief Financial Officer
Recent News
2026-01-17
2026-01-13
2025-12-07
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