Administrative Operations Coordinator - Gainesville, United States - University of Florida

Description

Classification Title:
Administrative Specialist III


Job Description:

ESSENTIAL FUNCTIONS OF THE JOB
[Note:

in compliance with the Americans with Disabilities Act (ADA), identify essential functions of a job required to be performed with or without reasonable accommodations.

Requests for reasonable accommodations to facilitate the performance of essential functions will be given careful consideration.]

Manages administrative business operations, human resource functions, and fiscal functions for New Student and Family Programs (NSFP).

Operations/Leadership

• Responsible for the management and oversight of administrative functions of NSFP to ensure proper procedures and policies are followed. These include capital and attractive/sensitive assets, space, Lenel access and facilities.
• Work to ensure all operations of the office are completed effectively and efficiently. On a continuing basis, this position will review and evaluate workflows and processes of operations, recommend, and implement process improvements of functions and operations. Lead efforts for continual improvement, including reviewing/creating policies, procedures, and manuals for NSFP.
• Coordinate, manage, and support NSFP events including team building events.
• Assist in the development and presentation of training for staff on administrative services topics.
• Responsible for prioritizing work, assigning tasks, and establishing deadlines for student staff. Supervision of 5-15 student assistants/OPS in NSFP-number varies by semester.
• Coordinate and attend leadership and strategic meetings for NSFP.
• Manage the inventory and purchasing of promotional items for NSFP.
• Oversee and generate reporting of metrics associated with the established goals and objectives of the unit.

HR

• Manage human resource functions and resolve complex human resource issues for NSFP. Provide guidance and consultation to leadership and hiring managers to ensure compliance with UF, state, and federal policies and procedures. Responsible for the initiation of epafs, job requisitions, SPIs, reclasses and terminations.
• Manage and participate in, when necessary, the recruitment, hiring, interview, and onboarding and offboarding processes for NSFP.
• Maintain a working environment that works diligently to be free from discrimination and harassment.

Fiscal

• Manage fiscal operations for NSFP including purchase orders, invoices, travel authorizations, expense reports, PCard transactions, reimbursements, and deposits. Ensure all financial expenditures are in compliance with university guidelines. Support Director with strategic fiscal planning including developing reports to aid in decision making.
• Oversee payroll and work with department to ensure all distributions are processed timely and accurately.
• Prepare and analyze financial reports as requested.

Manages administrative business operations, human resource functions, and fiscal functions for the Dean of Students Office (DSO).

Operations/Leadership

• Responsible for the management and oversight of administrative functions of the department to ensure proper procedures and policies are followed. These include capital and attractive/sensitive assets, space, Lenel access and facilities.
• Work to ensure all operations of the office are completed effectively and efficiently. On a continuing basis, this position will review and evaluate workflows and processes of operations, recommend, and implement process improvements of functions and operations. Lead efforts for continual improvement, including reviewing/creating policies, procedures, and manuals.
• Work across departments to ensure efficient, consistent operating processes that abide by applicable regulations and policies.
• Responsible for prioritizing work, assigning tasks, and establishing deadlines for student staff. Supervision of 3-5 student assistants/OPS -number varies by semester.
• Assists in the development and presentation of training for staff on administrative services topics.
• Oversee and generate reporting of metrics associated with the established goals and objectives of the Center.
• Attends leadership and strategic meetings to contribute to shared goals and initiatives.
• Serve as Building Emergency Coordinator.

HR

• Manage human resource functions and resolve complex human resource issues for DSO. Provide guidance and consultation to leadership and hiring managers to ensure compliance with UF, state, and federal policies and procedures. Responsible for the initiation of epafs, job requisitions, SPIs, reclasses and terminations.
• Collaborate with leadership on the development and continual improvement of DSO hiring, onboarding, and off boarding practices.
• Manages and participates, when necessary, in the hiring and interview processes.
• Maintains a working environment that works diligently to be free from discrimination and harassment.

Fiscal

• Manage fiscal operations for NSFP including purchase orders, invoices, travel authorizations, expense reports, PCard transactions, reimbursements, and deposits. Ensure all financial expenditures are in compliance with university guidelines. Support Director with strategic fiscal planning including developing reports to aid in decision making.
• Oversee payroll and work with department to ensure all distributions are processed timely and accurately.
• Prepare and analyze financial reports as requested.

Assists with special projects which may include preparation of presentation materials, oversight of project planning, and other projects requiring creativity, ingenuity, and attention to detail.

Examples include:

• Provides support for any HR, fiscal, and facility issues which may arise.
• Completes projects and requests as identified and assigned by the Dean, Associate Dean, Director of Administrative Services, Assistant Dean NSFP or other appropriate administrator.
• Assists with the development and implementation of internal operating procedures, tracking documents, and operating processes.

Contributes to the Division of Student Life and University of Florida through active participation on committees, department initiatives, and division-wide initiatives (example opportunities: emergency dean on call, conduct committee, student welcome events, etc.).

Performs other duties as assigned by Dean, Associate Dean, or other appropriate administrator.


Expected Salary:
60,000 -66,000


Minimum Requirements:
Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.


Preferred Qualifications:
EDUCATION, TRAINING, &


EXPERIENCE:
Bachelor's degree in accounting, finance, or relevant field and five years of experience.


KNOWLEDGE

• Demonstrated knowledge of computers and basic software applications (especially Microsoft (MS) Office and Adobe Acrobat)
• Knowledge of university accounting & HR software and protocols preferred

SKILLS

• Demonstrated proficiency with computers and basic software applications (especially MS Office and Adobe Acrobat)
• Demonstrated planning skills
• Demonstrated organizational skills
• Demonstrated exceptional communication skills (verbal and written)
• Demonstrated customer service skills
• Demonstrated strong interpersonal skills
• Demonstrated exemplary leadership and management skills
• Demonstrated experience with supervision of professional staff
• Demonstrated excellent presentation skills

ABILITIES

• Demonstrated ability to work in a multi-cultural environment
• Demonstrated ability to remain agile, flexible and calm while multi-tasking and meeting short deadlines
• Ability to engage in long-range planning while executing time-sensitive tasks
• Demonstrated ability to understand/apply applicable rules, regulations, policies, and procedures
• Demonstrated commitment to ethics and integrity
• Ability to make independent decisions within set parameters

PHYSICAL QUALIFICATIONS:
None noted


OTHER QUALIFICATIONS:
None noted


Special Instructions to Applicants:
"To be considered, you must upload your cover letter and resume."

Applications are due by 11:55 p.m. (ET) of the posting end date.


Health Assessment Required:
"No"