| Job Description: |
(45%) Human Resources
• Serve as the primary liaison for all CTSI recruitment and hiring activities for staff, faculty, and OPS appointments.
• Post positions through PageUp; manage advertisement details, screen for minimum qualifications, and coordinate applicant communication and interview logistics.
• Facilitate onboarding and offboarding processes, ensuring required documentation, system access, and compliance forms are processed for each employee.
• Prepare, review, and update job descriptions for accuracy and alignment with university classification standards.
• Monitor and maintain accurate position and employee records in myUFL, including FTE changes, job codes, and reclassifications as assigned.
• Track and report on recruitment activity, turnover rates, salary reviews, and other HR-related metrics; generate internal dashboards and summaries.
• Serve as a resource to supervisors and staff on HR procedures and university policy, providing clarification and guidance on topics such as time reporting, benefits navigation, and employment processes.
• Assist in tracking performance review completions and coordinate UF Engaged data entry; support managers in documenting and maintaining PIPs and related paperwork.
(20%) Payroll / Time & Leave Administration
• Coordinate the entry, review, and approval of payroll distributions for CTSI-supported faculty, staff, and student appointments.
• Ensure distributions are properly aligned with budgetary expectations across departments and colleges.
• Process cost transfers, pay adjustments, and cross-college funding allocations, working closely with finance and grant administration teams.
• Serve as the primary time approver for CTSI; review and validate leave entries and maintain department-wide leave calendars.
• Troubleshoot time and payroll discrepancies and work with UF departments and Shared Services to resolve issues promptly.
(15%) Administrative Process Coordination
• Manage and coordinate the review, update, and archiving of Standard Operating Procedures (SOPs) across CTSI divisions.
• Maintain tracking systems to ensure SOPs are reviewed annually and meet university compliance standards.
• Oversee departmental key distribution and collection; track key holder information and ensure secure access control.
• Support the management of space allocation records and participate in space audits or reporting activities.
• Act as liaison with facilities for small building maintenance issues and project coordination.
(10%) Department Training, Security Administrator and Software/IT Liaison
• Serve as the department’s Training Coordinator, tracking and monitoring employee completion of required university compliance trainings (e.g., HIPAA, Title IX, FERPA).
• Coordinate security role conflict resolutions and ensure timely setup and removal of employee system access.
• Act as the Department Security Administrator (DSA) for user security roles in myUFL; manage requests, monitor internal controls, and facilitate periodic access reviews. Serves as the Department Security Administrator (DSA) by maintaining: o Internal controls. o Managing user security roles. o Conflict role process. o HRMS/Grants Security setups. o Quality assurance methods. o Software/IT Liaison o Responsible for the maintenance and daily management of the staff software. o Manage the technical support for the Center. o Provide any necessary access to systems or files. o Maintain computer inventory, updating and replacing equipment and supplies as needed
• Effort assistance includes but is not limited to: o Reviewing all commitments and pay distributions for each project, each semester. o Work with the Contracts & Grants office to adjust commitments as necessary. o Coordinate effort certification corrections with the department manager and employee. o Proxy approver for outstanding certifications for faculty/project PI’s that have left the University and are not available for approval. o Troubleshoot any other effort issues that may arise.
(5%) Student Program Support
• Partner with program managers to process and track documentation for MD/PhD, KL, and TL trainees and scholars, including: o Tuition processing. o Stipend payments o Leave of absence approvals o Insurance enrollment and coordination o Appointment letters and Memoranda of Understanding (MOUs)
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| Preferred: |
• PeopleSoft experience
• Knowledge of personnel rules and regulations of the University of Florida
• Previous experience in J-1 and H-1 visas
• Creating, advertising and hiring positions
• Payroll time and labor
• Ability to communicate and collaborate with faculty and staff at multiple levels and in diverse fields
• Detail oriented, able to multi-task in a fast pace office
• Student appointments, insurance, LOA’s, stipends, and tuition
• Proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint, Visio).
• Ability to plan, organize and coordinate work assignments independently, with a demonstrated ability to lead and work as part of a team toward organizational objectives.
• Ability to work independently with minimal supervision.
• Ability and willingness to work extended hours and varying work schedules (i.e., evenings, weekends and holidays), frequently meet rigid deadlines with limited lead-time, handle concurrent planning and execution of multiple event
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