Administrative Specialist I

Classification Title:

Administrative Specialist I

Job Description:

• Serve as ICBR’s primary requisitioner in myUF Marketplace. Interpret and adhere to all UF policies regarding purchasing and P-Card use, and communicate these policies in layman’s terms to ICBR personnel to maintain compliance with the University and ICBR. Create and track requisitions for all ICBR purchases. Coordinate with Procurement that all requirements are met. Coordinate special orders for ICBR laboratories as needed, including lab coat cleaning. Responsible for coordinating annual service contract renewals and maintaining a tracking system. Manage monthly office supply orders and apparel orders, as needed. Responsible for receiving, auditing, and tracking all documentation for myUF Marketplace, such that all transactions are documented appropriately prior to approval.
  
  
• Manage asset management for ICBR by serving as the Department Contact for myAssets, including meeting all UF deadlines to lead the annual inventory for over 250 capital assets and approximately 200 attractive items. Responsible for keeping the system updated with all new equipment and track all asset movements. Handle all transfer requests and surplus requests, which include verifying the removal of biohazards, freon, and the cleaning of cyberinfrastructure components, including disk drives. Collaborate closely with the Cyberinfrastructure (CI) Team to ensure seamless coordination on equipment handling and disposition. Additionally, provide administrative support for the procurement of ICBR equipment, including coordinating outlet installations, working with the CI core for technical setup, and managing the logistics of equipment delivery.

• Manage ICBR’s space allocation in SPIN, which is comprised of approximately 100 rooms and spans approximately 22,000 total square feet. Establish schedule and perform all interviews to verify space usage to align with UF's operational needs and proactively update the system to reflect staffing changes, including new hires and departures, and ensure that all space assignments are accurate and compliant with UF policies. Compile detailed data reports on space for Administration for informed decision-making.
  
  
• Execute various ICBR administration functions, including monitoring listervs, processing check deposits, and receptionist coverage. Serve as backup for iLab, including creating user accounts, updating lab personnel, and potential troubleshooting.
  
  
• Serve as a unit contact for facility services requests. Requests are made for any facility work, repairs, or issues (including outlet installation, leaks, bugs, etc.) at ICBR.
  
  
• Provide administrative support. Other miscellaneous duties, as required.

Advertised Salary:

$52,000 - $56,000 per year, commensurate with education and experience

Minimum Requirements:

Bachelor's degree, or an equivalent combination of education and relevant experience.

Preferred Qualifications:

• Interacts daily with many faculty and staff across campus and around the world, so incumbent must be friendly, professional, and courteous at all times. A high degree of tact, diplomacy, and customer service is required.
• Competent with computers and computer software, especially MS Excel, MS Outlook, PowerPoint, Confluence, and Adobe Acrobat.
• Excellent communication – verbal and written. Proficient reading and writing skills.
• Excellent attention to detail.
• Desire and willingness to learn new skills, systems, and complete required training.
• Experience working in a fast-paced environment while maintaining a pleasant demeanor even under adverse circumstances.
• Appropriate training, roles, and experience in myUFL p-card and travel modules.
• Working knowledge of the iLab system.
• Experience with office procedures and practices, including experience with multi-line VOIP telephone systems, preparation of correspondence, and administrative reports.
• Experience with managing assets in myAssets.
• Experience with managing and certifying space in SPIN.
• Knowledge of the rules and regulations of the UF P-Card system, including appropriate expenditures, spending amount limits, timeliness of the reconciliation process, etc.
• Responsible for discretion regarding the expenditure of state, grant and auxiliary funds, exercise care when processing deposits.
• Experience in myUF Marketplace.
• Knowledge of UF chartfield and other fiscal information, policies, and procedures.
• Knowledge of Biotechnology terminology and laboratory processes.
• Strong organizational and record management skills.
• Must be able to work independently to establish priorities, solve problems, and set and meet deadlines, as well as work well with others in a team environment.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume. 

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page  for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No