Executive Specialist

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531443&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531443

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support

Department: 18010000 - ED-DN OFFICE

Classification Title:

Administrative Spec II

Job Description:

Administrative Support

• Support the Associate Dean, Personnel Affairs & Community Engagement. This may include but is not limited to, working on projects as assigned by the associate dean, supporting faculty recruitment, answering inquiries that may involve interpretation of policies and procedures, deadlines, etc., assisting with travel reimbursements and expenses reported. Additionally, this position may assist with emailing announcements, collecting, and compiling materials, scheduling meetings, and preparing reports.

HR Recruitment and Hiring Manager

• Responsible for providing guidance and serving as originator for all recruitments including posting, letters of offer, hires, and back-up for distributions. Guidance may include posting requirements, recruitment questions, interviewing process, veteran’s preference rules, foreign national requirements, background screenings, health assessments, work permits, reference checks, ad placements, search committee requirements, timelines, etc. Responsible for reviewing and approving all applicable letters of offer and/or appointments prior to issuance. Review all HR paperwork for completion and correctness prior to uploading in PeopleSoft, UF’s Human Resources management system. Confirm all recruitments advertised through UF’s posting systems are dispensed appropriately.

HR-related responsibilities

• In conjunction with the Assistant Director of Human Resources, will serve as Level 1 reviewer for reclassifications, special pay increases (SPI’s), FTE changes, administrative supplements, additional pays, position description updates, supervisor changes, leaves of absence, and terminations. This may entail reviewing paperwork, comparing data with others in same/similar positions, processing FMLA paperwork, and advising, as appropriate.

• Review new Nepotism agreements, Disclosure of Outside Activity forms (for applicable salary plans), and HR-600’s for assigned departments, including ensuring forms submitted are complete and accurate. Secure appropriate higher-level signatures/approvals. Track to ensure renewals are pre-approved timely.

Additional HR responsibilities

• a. Graduate Assistant Coordinator – Responsible for prompting the appropriate LC team member for a list of new Graduate Assistants (GA), creating, and issuing Letters of Appointment (LOA), scheduling appointments with GAs for onboarding purposes, and entering tuition waivers. Ensure hire completed in PeopleSoft, tuition waivers processed appropriately, and distribution entered accordingly. Remind supervisors as needed of upcoming required evaluations.

• b. Training Compliance – Assist in monitoring UF required trainings across all personnel types for the Center. Initiate quarterly review of compliance and communicate non-compliant trends/patterns to the appropriate Administrator(s).

• d. Reporting – Track, execute and disseminate all regular reporting needs for the team. Complete any special reporting requests as they are received from across the college.

Expected Salary:

$50,000 - $55,000

Minimum Requirements:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience

Preferred Qualifications:

• Strong Communication and Interpersonal Skills

• Ability to work independently with significant self-motivation 


• Attention to detail

• Customer service experience

• Advanced computer skills, specifically with MS Office Suite, DropBox, and DocuSign.

• Experience with WordPress and other web-based packages

• Previous Human Resources experience, particularly with the University of Florida

• Knowledge of PeopleSoft HR processes.


• Familiarity with UF's rules and regulations.

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:No

Advertised: 03 May 2024 Eastern Daylight Time

Applications close: 17 May 2024 Eastern Daylight Time