Job Information
University of Florida OPS Administrative Assistant in Gainesville, Florida
OPS Administrative Assistant
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531244&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531244
Work type: Temp Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 28060000 - VM-COMP, DIAG & POP MEDICINE
Classification Title:
OPS Administrative Support Assistant II
Job Description:
Travel
Coordinates travel needs for Department, including:
Makes domestic and international travel arrangements for department members including verification of funds, submitting required forms (TAs) and obtaining appropriate authorization.
Acts a as a liaison between person traveling and outside agencies, such as car rental agencies, travel agents, and airlines.
Prepares Expense Report for reimbursement on travel expenses incurred while traveler was away, including verifying hotel bills, meal expenses, and miscellaneous expenses.
This position will be responsible to ensure that all travel expenses stay within University guidelines, and that expenses have been kept to a minimum (cost efficient).
Act as a liaison between the Department/Faculty and the UF CVM travel team.
Purchasing
Acts as proxy to pcard holders within the department to ensure pcard receipts are properly submitted in a timely manner including collection of receipts, determining funding sources, and advising pcard holders of appropriate pcard purchasing.
Assisting faculty and biological scientists with purchasing via myUFL market, special order (onbase) or pcard; ensure that items are allowable purchases, are received, and charges are applied to the correct account.
Approves invoices for payment, etc. on department overhead, grants, state accounts, miscellaneous gifts and grants and combined grants.
Contacts vendors for quotes, receipts, or refunds
Fill out UFF-PA forms and sole source justifications
Act as a liaison between the Department/Faculty and the UF CVM purchasing and pcard teams.
Account Monitoring
Assists Administrative Specialist in reviewing financial statements provided by the College of Veterinary Medicine Financial Services Offices, reconciling CVM accounts to the University’s departmental ledgers, and explains any budget variances and/or requests and records necessary corrections; maintains individual departmental accounts in department’s account program (Excel spreadsheet) and/or any other account management system.
Collects and organizes information and data, conducts research or analysis, and provides input or recommendations for problem resolution in terms of department or faculty spending, expenses, or overspent accounts; In consultation with Department Chair and Administrative Specialist, compiles various budgetary data for reporting purposes, including annual budget and financial reports.
Monitors all accounts for budgetary adherence, many of which are grant accounts. Ensures that all funds are spent appropriately within budget periods and final reporting of grants. Reviews proposals for appropriate administrative and budgetary requirements.
Acts as liaison with other university units including CVM Financial Services Office
In consultation with the Administrative Specialist
Cross trains with staff for vehicle, meeting, and room scheduling, as well as other related duties as deemed appropriate by supervisor.
Assists with annual Space certification
Assists with faculty candidate interviews, including travel or meal arrangements and reimbursements and escorting candidates during interviews.
Assists with the training of personnel on procedures for accounting systems.
Assists with the implementation of any organization changes and/or new accounting or clerical procedures.
Cross trains with staff for vehicle, meeting, and room scheduling, as well as other related duties as deemed appropriate by supervisor.
Specific instructions given with each new project. Employee is expected to plan and organize their assignments independently with moderate direction for supervisor. Employee is expected to advise supervisor of any changes or updates related to the various programs they support.
8:00am – 5:00pm, Monday through Friday, Position is a 5 day work week, with a total of 40 hours per week. Working hours may vary contingent upon workload and special projects.
Employee assists the Administrative Specialist and the Department Chair with the Department Operating Budget (approx. $65k) as well as assists faculty with spending salary savings, administrative and clinical development funding, foundation accounts, grant and research accounts, and overhead accounts in terms of purchasing and travel arrangements. All financial responsibility is under the supervision of the Administrative Specialist.
Employee is expected to follow policies as written and ask for clarification as needed; employee is also expected to provide insight into policies that may be outdated as needed.
Individual is expected to maintain confidentiality of all material including that contained in financial records, faculty, staff, and student files. FERPA basics training is required. Individual is not anticipated to handle confidential patient records, but must be informed about and follow all applicable HIPPA regulations
Expected Salary:
$17.00 - $18.50 / hourly
Minimum Requirements:
High school diploma and four years of relevant experience.
Preferred Qualifications:
Bachelor's degree and two years experience.
Ability to work independently, to listen and follow directions, and meet deadlines;
Ability to collect, compile, evaluate, and analyze, data;
Ability to plan, organize, coordinate and prioritize multiple work assignments;
Ability to accurately enter data and respond in a timely manner to information requests;
Ability to communicate effectively verbally and in writing;
Ability to maintain confidentiality with sensitive materials and act with discretion;
Ability to maintain effective communication with supervisor;
Ability to establish and maintain an effective working relationship with faculty and staff, handle telephone calls and emails in a courteous and efficient manner;
Knowledge of, and ability to use, standard business formats and styles, correct spelling, punctuation, and grammar with particular attention to ensuring communications are well put together and formatted correctly;
Demonstrated ability to perform math calculations, create and navigate complex accounting spreadsheets including use of excel formulas, high level of experience and understanding of standard accounting financial records;
Outstanding computer knowledge and skills with demonstrated skill using Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook), Adobe Acrobat, and WordPress;
Exceptional organizational and time management skills, high levels of attention to detail, reliability, and professionalism;
Experience in an Academic or University setting, including Purchasing, Procurement Cards, Travel, Account Reconciliation, Grants, and general accounting.
Extensive knowledge of rules and regulations of the University of Florida, State of Florida, Federal and other funding agencies is highly preferred to operate effectively and efficiently in this position
Special Instructions to Applicants:
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.
Health Assessment Required:Yes
Advertised: 18 Apr 2024 Eastern Daylight Time
Applications close: 02 May 2024 Eastern Daylight Time