Coordinator Administrative Services

University of North Florida Job Vacancies; Jacksonville (FL); On-site; USD 38,000 - 46,000; Full time

Job summary

The University of North Florida (UNF) seeks a Coordinator to coordinate personnel and budgetary matters for COAS, reporting to the Dean's Office. The role involves assisting searches, managing faculty and staff hire processes, and handling payroll-related tasks and HR processes across the college.

Responsibilities include supervising the flow of contracts, labor distributions, and payroll changes, as well as maintaining HR records and supporting administrative operations in Academic Affairs.

Qualifications

• Master’s degree from a regionally accredited college or university in a related area, or a Bachelor’s with two years’ related experience.
• Knowledge of Banner/Oracle database software and Excel; familiarity with HR processes is preferred.

Responsibilities

• Assist departments with their searches, including review of all OASys material, search instructions, completing and approving PAFs.
• Manages hire processes for chairs and Dean’s Office staff, including c-tech assistants and federal work-study students.
• Tracks and processes hiring in the College, including regular full-time faculty packets, visiting/ part-time faculty packets, USPS, and A&P.
• Manages part-time and full-time faculty contracts and performance appraisals.
• Creates and implements HR record retention and management policies for the College of Arts and Sciences.

Skills

Personnel actions

Banner

Oracle

Excel

Education

Master’s degree

Bachelor’s degree + 2 years experience

Job description

Position Information

Job Title

Position Number

Position Number 310310

Requisition Number

Requisition Number B08275

Position Type

Position Type Administrative

Class Code

Class Code 9225

Time-limited through

Time-limited through N/A

Type of Appointment

Type of Appointment Full-Time

Faculty Position Sub-Type

Faculty Position Sub-Type N/A

Length of Appointment

Length of Appointment N/A

Internal Recruitment?

Internal Recruitment? No

Working Hours

Working Hours 8-5, some nights and weekends required

Department

Department COAS Dean's Office

Organization

Organization COLLEGE OF ARTS & SCIENCES

Division

Division Academic Affairs - DIV

College

College College of Arts and Sciences

Approved Hiring Salary Range

Approved Hiring Salary Range $42,000 - Negotiable

Pay Basis

Pay Basis Annually

In 2020, the University of North Florida ( UNF ) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity ( HEED ) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion.
The University of North Florida ( UNF ) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida is an Equal Opportunity Employer and does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.

Faculty Initiatives

The University of North Florida promotes the quality and effectiveness of education and strives to maintain the highest standards of academic excellence in all phases of instruction, research/scholarship/creative activity, and service.

General Description / Primary Purpose

The Coordinator coordinates personnel and budgetary matters for COAS .

Job Function

Personnel Activities:
Assists departments with their searches, including review of all OASys material, search instructions, completing and approving PAFs.
Manages hire processes for chairs and Dean’s Office staff (including c-tech assistants and federal work-study students).
Tracks and processes hiring in the College, including regular full-time faculty packets, visiting faculty packets, part-time faculty packets, USPS , and A&P.
Manages part-time and full time faculty contracts.
Manages college USPS and A&P performance appraisals.
Processes requests for establishing new positions, reclassifications, pay increases, promotions, and search waivers.
Manages position descriptions through the PD Module in OASys.
Provides assistance with human resource issues to the Director of Development and the Assistant Director of Development.
Reviews and addresses labor distribution issues.
Completes PHAREDS (reverse/correct payroll changes) for all COAS departments as needed.
Manages the flow of grant, foundation and other award paperwork with relation to HR matters, late time sheet/on-demand payroll requests, leave of absence request forms, outside activity forms, pay request for confirmation orders, PAFs, requests for approval of extra state compensation, sabbatical paperwork, services contracts, supplemental compensation agreements, overload courses, additional assignments, compensation for additional training, and ORSP .
Manages Summer Faculty contract input and tracking.
Manages all sabbatical tracking, processing.
Creates and implements HR record retention and management policies specific to the College of Arts and Science using State of Florida, Bargaining Units and UNF policies and procedures.
Dean’s Office Administration:
Assists the Associate Director for Staff Support and Administration with the training and professional development of college staff (particularly as it relates to human resources).
Tracks graduate assistant scholarship information, stipend information, and waiver information. Approved hire documents related to Graduate Assistants.
Manages Foundation OPS , FT and Adjunct hiring, including the FABANPNR process.
Approves Dean’s Office staff time sheets.
Examines Dean’s Office operations and recommends time-saving/labor-saving measures.
Manages College of Arts and Sciences recurring personnel funds and lines including rate reserves and unfilled lines. Manages new line creation process.
Serves as back-up support for all HR related matters for departments when there is administrative turnover.
Provides backup support to other Dean’s Office staff, provides administrative and reception support as needed and performs other duties as assigned.

Percentage Of Time

Percentage Of Time 100

Marginal Functions

Support Dean’s Office Operations by providing general reception services when office coverage is needed.

Required Qualifications

A Master’s degree from a regionally accredited college or university in a directly related area of specialization; or a Bachelor’s degree from a regionally accredited college or university and two years of experience directly related to the job functions.

Faculty Position Required Qualifications

N/A

Departmental Requirements

Knowledge of Banner, oracle or similar database software, excel, and other software in common use within the university. Experience with personnel actions and other university procedures is preferred. The incumbent must represent the Office of the Dean in a professional manner, be cordial to those who are visiting and interact respectfully with those across the university. The incumbent must also be comfortable working in an environment where deadlines must be met, interruptions are common, and high priority tasks can arise without notice.

Statement(s) of Understanding Definition

This position requires a background check. In conjunction with the University’s policy, this position may also require a credit check.
The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator.

Required Licensure or Certification

N/A

Machines/Equipment used regularly

Computer, general office equipment

Anticipated Start Date

Anticipated Start Date 05/27/2023

Job Posting Date

Job Posting Date 03/23/2023

Application Review Date

Application Review Date 04/23/2023

Application Deadline

Open Until Filled Yes