University of Florida UFL - Alachua, FL

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Advertised Salary:
Range of $18.19 – $21.55 per hour negotiable based upon qualifications and experience.

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Job Description:
This position manages the day to day personnel and fiscal processes for the Department of Biomedical Engineering under the supervision of the Administrative Assistant (AA) through coordination with the Department Fiscal Officer ( DFO ).

35% Personnel Functions:

Responsible for processing all recruitment and hiring activities within the department, including position establishment, job posting, preparing letters of offer, compliance reporting, etc. Assists Administrative Assistant (AA) with logistics of faculty recruitment, including itinerary development, catering/room arrangements, and travel reimbursements for candidates. Serves as the liaison with College HR to advise/direct departmental search committees with regard to administrative processes associated with faculty recruitment.

Responsible for processing Graduate Assistant (GA) hires, reappointments, etc. Ensures faculty are notified of hiring deadlines to ensure GA appointments are processed within published submission dates. Works with new foreign national GAs to ensure they are aware of all hiring and payroll requirements. Prepares and issues the Letter of Appointments for graduate assistants each semester.

Through liaison with College Human Resource Office aids in the monitoring of the visa status of all foreign national appointees to ensure accurate visa status. Notifies such appointees of required visa status updates, when required. Processes visa requests for departmental hiring and continuing employment such as H1-B requests and extensions, J1 visas for visiting and research scholars.

Oversees processing of all faculty and staff changes for the department including reclassifications/title changes, special pay increases, updating position descriptions, FTE changes, leaves of absence, DROP participations, and retirements, terminations, and cash outs.

Assists the AA with coordination of the faculty tenure and promotion process for the department. Coordinates annual performance evaluation process for all staff in department. Assures completion of faculty and staff evaluations are consistent with the University and College deadlines.

Develops staff position descriptions, as needed, coordinates with the Department Chair, Department Fiscal Officer ( DFO ), AA, faculty or other staff members in developing position descriptions for new positions. Ensures existing position descriptions remain up-to-date for filled staff positions. Works with applicable supervisor in filling vacant or soon to be vacant staff positions.

Oversees and coordinates the yearly Performance Appraisal process, provides direction, appropriate forms, position updates and ensures the process is completed in a timely manner within the appropriate deadlines.

25% Payroll Functions

Oversees processing of bi-weekly payroll for department. Under the direction of the DFO , responsible for posting accurate payroll distributions for all faculty, staff ( TEAMS and OPS ), and students (undergraduate and graduate). Also this position is responsible for posting all graduate assistant letters of appointment distributions. Other payroll functions include, but are not limited to, overseeing processing of retroactive rate increases, off cycle check requests and lump sum payments. Prepares reappointment/termination job actions in ePAF for Faculty, Staff, & OPS – including applicable leave payouts for terminations. Ensures accuracy of assignments, taking into consideration Letter of Offer commitments & cost sharing requirements. Facilitates leave of absence, and if applicable FMLA , forms and processing.

15% Administrative Functions:

Manages and supervises staff responsible for the department’s fiscal and personnel processes under the direction of the AA and DFO . Coordinates leave requests to ensure sufficient staff coverage of departmental administrative offices at all times. Ensures back-up staff support is available if such need should arise. Works with AA and DFO to resolve departmental staff issues including providing recommendations for problem resolution.

Assists DFO with ensuring compliance standards are met per the College of Engineering, University of Florida, State of Florida, and OMB A-21 (for sponsored research). As such, may establish administrative policies and best practices to ensure compliance and operational efficiency.

Acts as liaison with the College of Engineering, other departments and UF offices to assure the smooth operation of the department and utilizes effective planning, trouble shooting and problem solving in these areas.

Responsible for managing the department vehicle, including maintenance, monitoring vehicle usage log, and ensuring users have a valid Driver’s License. Assists the Office Assistant with reception duties for the department’s callers and guests.

10% Fiscal Functions:

Oversees all transactional fiscal processes for the department through supervision of Office (Fiscal) Assistant. Ensures timely and accurate processing for purchase requisitions, travel authorizations and associated expense reports, employee reimbursements, and P-card transactions. Working with the DFO , oversees the preparation of UF Foundation deposits and disbursements; consults with DFO to ensure fund availability. Works with faculty members and course instructors to request and update Material, Supply, and Equipment Use fees as appropriate for courses.

5% Responsible for ensuring the annual Space Allocation Report and the semester Instructor Workload Report are completed and submitted by the appropriate deadlines.

5% Chair Support

Assist and back up AA with Chair support, including calendar appointments, event planning, preparation of correspondence, etc.

5% Other Duties as Assigned

Minimum Requirements:
A high school diploma and five years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:
Knowledge of management principles and practices, ability to effectively supervise people.
Knowledge of and experience with personnel and payroll procedures, rules and regulations at UF
Knowledge of financial and PeopleSoft applications at UF
Ability to work independently and determine job priorities.
Ability to assign and ensure completion of work.
Ability to understand and interpret rules, regulations, policies and procedures
Ability to communicate effectively through written and verbal interactions
Ability to interact cordially with co-workers to accomplish common tasks, must be a team player.
Ability to function under highly stressful circumstances.
Knowledge of current rules and regulations of the State of Florida financial system for UF Finance & Accounting, Purchasing Division and Payroll.
Knowledge of general accounting principles.
Knowledge of general office procedures.
Skills to operate computer and multiple software packages
Skills to operate basic office equipment, fax machine, copier, etc.
Ability to maintain departmental account ledgers and reconcile to UF ledgers.
Ability to establish and maintain effective working relationships.
Ability to establish priorities to meet deadlines and maintain an orderly work schedule.
Must interact and represent the department in a professional manner.
Must exercise confidentiality as appropriate.

Health Assessment Required:

Special instructions to applicants:
This position has been reposted. Previous applicants are still under consideration and need not reapply.

Posting Date:

Closing Date:

Open Until Filled:

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