Admin assistant Jobs in Gainesville, FL

Job Description:

The Business Administration Specialist II serves in the College of Liberal Arts and Sciences Shared Services Center and provides advanced fiscal and transactional support to assigned partner units. This position is responsible for processing, reviewing, monitoring, and resolving a broad range of financial transactions while serving as a knowledgeable resource to department faculty, staff, and administrators on university fiscal procedures and transaction workflows. The role applies independent judgment in reviewing complex or high-volume work, identifying issues, and recommending appropriate solutions. In addition to transactional support, this position helps coach and guide partner units so they can complete work accurately, timely, and in accordance with university, college, and departmental requirements. The incumbent is expected to build effective working relationships with assigned units, support continuity of service across Shared Services Center functions, and contribute to process improvement, compliance, and customer service.

Fiscal Support

• Process, review, and monitor a variety of fiscal transactions for assigned partner units in accordance with university and college requirements
• Review transactions for completeness, accuracy, allowability, and appropriate supporting documentation
• Prepare and process vouchers, journal entries, purchase orders, travel-related transactions, honoraria, and other fiscal documents
• Assist with account review, reconciliation support, and follow-up needed to resolve discrepancies
• Identify errors, missing information, or transaction issues and take appropriate action to resolve them

Partner Unit Support

• Serve as a primary Shared Services Center contact for assigned partner units on fiscal transaction questions and related processing needs
• Coach unit staff on how to initiate, route, complete, and correct fiscal transactions within university systems and established workflows
• Provide guidance to faculty, staff, and administrators on transaction requirements, documentation standards, and procedural expectations
• Support departments in resolving transactional barriers and identifying appropriate next steps
• Build strong working relationships with partner units through responsive, service-oriented support

Process Improvement

• Review workflows and recurring issues to identify opportunities for greater efficiency, accuracy, and consistency
• Research operational problems, processing errors, and customer concerns and recommend practical solutions
• Help identify patterns in unit errors or process gaps and recommend training or workflow adjustments
• Contribute to the refinement of Shared Services Center procedures and service practices

Compliance and Coordination

• Interpret and apply university, college, and departmental policies and procedures related to fiscal transactions and financial processing
• Serve as liaison, as needed, with Procurement, Disbursement Services, General Accounting, Travel, and other core offices
• Help ensure assigned partner units understand and follow fiscal requirements and internal controls
• Participate in relevant meetings, trainings, and communications to remain current on procedural expectations

Team Support

• Assist with coverage for other Shared Services Center team members during absences, peak periods, or shifting workload demands
• Collaborate with colleagues to balance workload and maintain service standards
• Perform other related duties as assigned in support of Shared Services Center operations

Expected Salary:

The salary is $. - $./hour.

This is a TEAMS position—UF’s designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about .

Required Qualifications:

High school diploma or equivalent and three years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred:

• Experience processing fiscal transactions in a higher education, public sector, or shared services environment.
• Experience with myUFL and university fiscal systems, including travel, procurement, vouchers, journals, reconciliation, and budget review.
• Ability to interpret and apply university fiscal policies, procedures, and internal controls.
• Ability to review transactions for accuracy, completeness, and compliance.
• Demonstrated ability to coach or train others on procedures and transactional workflows.
• Strong customer service skills and ability to build effective working relationships with CLAS stakeholders.
• Demonstrated ability to work effectively in a collaborative team environment.
• Strong organizational skills and ability to manage multiple assignments in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Excel and Word.
• Demonstrated problem-solving ability and attention to detail.
• Demonstrated initiative and ability to work independently with minimal supervision.
• Strong judgment and decision-making skills, including the ability to evaluate issues and determine appropriate next steps.