| Job Description: | This position is embedded within the eLearning, Technology, and Communications (ETC) department at the College of Education, providing essential administrative management and specialized support across finance, human resources, and operations. The role facilitates efficient daily activities and serves as a critical liaison between the College and external stakeholders. Administrative Support/Activities - Provides advanced administrative support to the Senior Director in the oversight of daily operations. Implements and maintains developed policies, procedures, processes, and workflows. Ensures compliance with federal and state laws, regulations, and University and College policies. Works as a liaison of College-level HR to assist in the hiring process for OPS employees. Manages human resource functions and collaborates with College-level HR to address and resolve complex HR issues within the unit. Acts as an expert resource for the unit, disseminating information on reporting, policies, and procedures. Serves as a primary contact and liaison to other college and university departments, and external funding agencies, assisting in resolving issues related to operational needs.
Budget/Financial Management - Works as a liaison of the Assistant Director of Finance to assist the multifaceted department and employees of ETC.
- Budget Preparation and Planning: Assists in the preparation and development of budgets for state funding, grants, and contracts. Collaborates with relevant departments and stakeholders to gather necessary data, forecast future funding needs, and align budgetary plans with the strategic goals of the unit.
- Personnel and Payroll Coordination: Coordinates and processes personnel and payroll appointments and distributions related to state-funded positions, grants, and contracts. Works closely with HR and payroll departments to ensure timely and accurate payments and compliance with university policies.
- Compliance and Financial Integrity: Ensures all financial activities are in full compliance with university guidelines, state and federal regulations, and grant requirements. Conducts regular audits of financial records and transactions to maintain accuracy and integrity.
- Financial Systems Management: Utilizes financial management systems and software to maintain accurate records, generate reports, and streamline financial processes.
Human Resources Liaison - Works as a liaison of Assistant Director of Human Resources to assist the multifaceted department and employees of ETC.
- Hiring Process Support: Acts as a liaison between the unit and the College-level HR department to streamline the hiring process for OPS (Other Personal Services) employees. This includes coordinating job postings, reviewing applications, scheduling interviews, and ensuring compliance with hiring policies and procedures.
- Human Resource Management: Manages a variety of HR functions within the unit, such as onboarding new hires, maintaining employee records, and ensuring adherence to HR policies and procedures. Works closely with department managers and supervisors to provide guidance on HR-related matters.
- Personnel and Payroll Coordination: Coordinates and processes personnel and payroll appointments and distributions for state-funded positions, grants, and contracts. Collaborates closely with HR and payroll departments to ensure prompt and accurate payments, adhering to university policies and regulations.
- Issue Resolution: Collaborates with College-level HR to address and resolve complex human resource issues. This involves identifying potential HR challenges, developing strategies for resolution, and implementing solutions in accordance with college and university policies.
- Compliance and Policy Implementation: Ensures the unit's HR activities are in compliance with college and university policies, as well as state and federal employment laws. Monitors and advises on HR policy updates and changes, and assists in the implementation of these policies within the unit.
- Training and Development: Supports employee training and development initiatives by coordinating HR-related training sessions, workshops, and seminars. Helps identify training needs within the unit and facilitates opportunities for professional growth and skill development.
General Administrative - Manage updating employee access and contracts with software and equipment inventory. Manages the parking permit assignment system for the studio and administration guests. Manages logistical concerns around meeting rooms (working with building-level facilities personnel. Manages Senior Director and Team-wide calendars. Manages travel for administrators.
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| Preferred Qualifications: | Excellent computer skills. Knowledge of PeopleSoft and UF procedures and regulations. Outstanding organizational skills. Effective communication for collaboration. Professionalism, problem solving and conflict resolution. Supervisory skills with ability to prioritize multiple tasks, work with frequent interruptions, and pace the work to meet deadlines. |
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