Administrative Support AST II

Administrative Support/Staff Supervision

• Perform a variety of administrative duties required in the planning, development, and execution of programs and activities of the multiple program areas and functions of the department. These duties include:
• Assist the WFREC Accountant and HR Officer regarding Fiscal/Grants, IFAS HR, IFAS Budget Office, and other administrative matters.
• Advise faculty and staff of departmental processes, policies and procedures, providing guidance in the resolution of problems or inquiries
• Assist in new faculty and staff on-boarding.
• Department Security Administrator (DSA), requesting security roles in myUFL
• Identity Management Coordinator for department
• Prepares reports, presentations, event materials, articles, or handbooks.
• Disseminating pertinent information to unit at quarterly staff meetings
• Serve as back-up for the WFREC Accountant, HR Officer, and Events Coordinator.

Budget Management

• Assist the WFREC Accountant in development and administration of the department’s teaching, research, and extension budgets. These include state appropriations, federal appropriations, Off-book, UF Online, Material and Supply, Waiver Authority, Staff Rate, SHARE, faculty startup, and Vehicle funds.
• Assist in allocation of Staff Rate in coordination with the WFREC Accountant, projecting commitments, and ensure funds are expended by year-end
• Review monthly financial reports for the center

Human Resources

• Assist the WFREC HR Officer with employee relations issues, which includes responding to a variety of confidential, complex, and sensitive issues. Duties include:
• Assist the WFREC HR Officer in Human Resources Transactions and monitor for approvals.
• Provide guidance to faculty and staff on FMLA leave and assist in preparing required forms for submission to UF HR.
• Assist the WFREC HR Officer in coordination of staff performance evaluations and ensure completion by required deadlines.
• Time and Labor: Assist the WFREC HR Officer in management of time and labor for the department, resolving any problems in a timely fashion. Duties include - Review preliminary and final paylists for accuracy. Review biweekly exceptions report, Assist faculty with training and setup of supervisor groups for their employees.

Reporting/Account Reconciliation

• Assist in reconciliation of departmental accounts to verify the accuracy of transactions posted to the accounting system for each budgetary cost center
• Identify errors or inaccurate charges, and request corrections from the IFAS Shared Service Center
• Manage the WFREC vehicle service center account: process mileage invoices for vehicles on a regular basis; monitor cost of fuel, repair, and maintenance for each vehicle; provide monthly vehicle subledgers to faculty members; liaison with motor pool for vehicle inventory and billing; submit requisitions in myUFMarket to update vehicle billing chartfields

Miscellaneous/Special Projects

• Verify the Annual Space Report
• Conduct Annual Equipment Inventory
• Other duties as assigned

$19.16/hr

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

Knowledge of management principles and practices. Knowledge of finance and accounting principles including ability to analyze budgets and audit records for compliance. Ability to work independently, self-starter, multi-tasker. Ability to communicate effectively. Ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments and work well in a team environment.

In order to be considered, you must upload your cover letter and resume.

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.