Program Assistant
University of Florida UFL - Alachua, FL

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Requisition number:

Requisition Title
Program Assistant

Working Title
Program Assistant

Position number:

Advertised Salary:
$17.00 – $22.00 per hour

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Job Description:
The position will serve as the main contact for financial matters in the Department of Restorative Dental Sciences. This position will ensure departmental financial responsibilities are completed in an accurate and timely manner, to include the set-up and maintenance of PO’s, processing invoices, coordinate travel arrangements, process travel reimbursements, coordinate the financial reconciliation of department accounts, and coordinate grants management (pre/post-award).

Responsible for the set-up and maintenance of purchase orders and contracts. This position is also responsible for the processing of invoices for dues, services and goods provided to the faculty and/or department. This position will also be responsible for all financial reconciliation, to include reconciling and distributing reports related to p-card purchases, foundation, and grant and AEF funds. This position is also responsible for continual monitoring of funds/accounts and fiscal payments. This position will also be responsible for new vendor set-up.

Responsible for the coordination of all travel that takes place within the department. This includes travel arrangements for faculty, staff, and visitors, along with the submission of all travel authorization requests and request for travel reimbursements.

Responsible for the department faculty’s grants management, both pre- and post- award. Acts as liaison between faculty and research administration in preparation for studies being performed prior to and after grant applications are completed. This includes database design and management, editorial support, statistical analysis, and preparation of data/materials for presentations-graphs, charts, slides, scientific manuscripts and final reports. Responds to requests for research information from national and international colleagues and the public. This position is responsible for ensuring that all regulations for granting agencies have been completed and that all deadlines are met. Prepare and submit the annual Space Survey.

Perform other related duties as assigned.

Minimum Requirements:
A high school diploma and four 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 and experience in a University environment sufficient to make informed judgments about priorities of problems to be brought to the supervisor’s attention and to understand specialized library and academic vocabulary. Should also have the ability to compile and analyze data for administrative decisions.

Knowledge of principles and techniques of time management and of effective office procedures and practices. Ability to cope successfully with a heavy workload involving frequent deadlines, frequent interruptions and conflicting priorities through skills in planning, communicating, organizing and coordinating work assignments.

Ability to establish/maintain effective working relationships with senior departmental staff, office colleagues, student assistants, and other university staff.

Knowledge of the basic techniques of effective verbal and written communication, correct spelling, punctuation (including diacritical marks for common European languages), and grammar usage, methods of data collection and basic mathematics.

Knowledge of techniques for using automated equipment and major software packages, e.g. protocols for sending electronic mail by different software systems, word processing, and organizing and maintaining record management systems.

Ability to type 50 words per minute and to use a microcomputer with word processor, data base and spreadsheet software and operate keyboards. Should also have knowledge of how to lay out publications, slide preparation and graphics, type memoranda, reports and other standard forms in correct format.

Ability to maintain absolute confidentiality regarding sensitive matters.

Health Assessment Required:

Special instructions to applicants:
If you are a Florida resident claiming veteran’s preference, please upload a copy of your DD-214 with your application for consideration.

Posting Date:

Closing Date:

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University of Florida UFL - 24 months ago - save job