What are the responsibilities and job description for the Administrative Specialist II position at UF Information Technology (UFIT)?
Classification Title
Administrative Specialist II
Job Description
Responsible for managing all aspects of the Agilent/iLab system. Serve as the primary point of contact and liaison for customers and the unit. Provide technical support and guidance to customers using iLab, assist in the creation of user accounts, including processing new labs and users (internal and external), and update lab personnel records. Verify correct information is received, duplicate labs or users are not created, and troubleshoot and resolve any issues users encounter when accessing the system. Create iLab calendars for new self-service equipment at ICBR. Oversee all customer inquiries regarding iLab and handle invoice corrections. Manage the iLab listserv and collaborate with iLab customer support to open helpdesk tickets on behalf of ICBR to address system issues.
Monitor and manage weekly billing through the Agilent/iLab system. Create and submit invoices for ICBR services. Review invoices for accuracy and follow up with customers regarding payment information to ensure timely payment. Enter chartfield information, reconcile disputes, and collaborate with scientific cores to process billing events. Work directly with the Finance Manager to identify and complete manual journal entries for payment and process wire and check deposits for payment. Maintain appropriate backup documentation for audit purposes.
Provide advanced administrative support to core directors, which includes high-level reporting to ICBR Administration and Senior Staff on equipment use, core and center revenue, and outstanding invoices. Responsibilities include monitoring and reporting on revenue and spending activities. Review and enter all new and updated service fees for ICBR into the Agilent/iLab system and, as needed, the ICBR website. Serve as ICBR’s Level 1 invoice approver in myUF Marketplace, working with and approving invoices within ICBR and creating non-PO invoices, as required.
Monitor open POs and ensure they are closed correctly. Assist the Finance Manager and Assistant Director of Operations in preparing core office reports and helping the Assistant Director of Operations register ICBR as a supplier with external customers and legal documentation, as needed.
Establish work priorities, set deadlines, and manage daily office operations. Conduct an initial overview of the Agilent/iLab system for all new ICBR employees and provide follow-up training as necessary. Develop and maintain training materials and continually review processes to manage quality improvement efforts and ensure all SOPs for iLab, billing, and reporting are kept up to date. Responsible for subproject management of Agilent/iLab system, including system integration updates and user interface enhancements.
Manage and communicate ongoing changes to ICBR Administration, Senior Staff, and UFIT. Responsible for timely and accurate communication between UFIT and Agilent to ensure updates occur with no interruption to the Agilent/iLab system. Communicate changes to appropriate parties that affect ICBR and its customers. Manage and communicate all ongoing changes, timelines, and any foreseen issues. Support the continuous development of best practices and tools for management of this system as UF transitions to Workday. Serve as a Project Manager within the financial refactor integration project with Workday facilitated by Agilent/iLab.
Execute various ICBR administration functions, including receptionist coverage. Other miscellaneous duties as required.
Expected Salary
$60,000 - $63,000
Required Qualifications
Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred
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
Administrative Specialist II
Job Description
Responsible for managing all aspects of the Agilent/iLab system. Serve as the primary point of contact and liaison for customers and the unit. Provide technical support and guidance to customers using iLab, assist in the creation of user accounts, including processing new labs and users (internal and external), and update lab personnel records. Verify correct information is received, duplicate labs or users are not created, and troubleshoot and resolve any issues users encounter when accessing the system. Create iLab calendars for new self-service equipment at ICBR. Oversee all customer inquiries regarding iLab and handle invoice corrections. Manage the iLab listserv and collaborate with iLab customer support to open helpdesk tickets on behalf of ICBR to address system issues.
Monitor and manage weekly billing through the Agilent/iLab system. Create and submit invoices for ICBR services. Review invoices for accuracy and follow up with customers regarding payment information to ensure timely payment. Enter chartfield information, reconcile disputes, and collaborate with scientific cores to process billing events. Work directly with the Finance Manager to identify and complete manual journal entries for payment and process wire and check deposits for payment. Maintain appropriate backup documentation for audit purposes.
Provide advanced administrative support to core directors, which includes high-level reporting to ICBR Administration and Senior Staff on equipment use, core and center revenue, and outstanding invoices. Responsibilities include monitoring and reporting on revenue and spending activities. Review and enter all new and updated service fees for ICBR into the Agilent/iLab system and, as needed, the ICBR website. Serve as ICBR’s Level 1 invoice approver in myUF Marketplace, working with and approving invoices within ICBR and creating non-PO invoices, as required.
Monitor open POs and ensure they are closed correctly. Assist the Finance Manager and Assistant Director of Operations in preparing core office reports and helping the Assistant Director of Operations register ICBR as a supplier with external customers and legal documentation, as needed.
Establish work priorities, set deadlines, and manage daily office operations. Conduct an initial overview of the Agilent/iLab system for all new ICBR employees and provide follow-up training as necessary. Develop and maintain training materials and continually review processes to manage quality improvement efforts and ensure all SOPs for iLab, billing, and reporting are kept up to date. Responsible for subproject management of Agilent/iLab system, including system integration updates and user interface enhancements.
Manage and communicate ongoing changes to ICBR Administration, Senior Staff, and UFIT. Responsible for timely and accurate communication between UFIT and Agilent to ensure updates occur with no interruption to the Agilent/iLab system. Communicate changes to appropriate parties that affect ICBR and its customers. Manage and communicate all ongoing changes, timelines, and any foreseen issues. Support the continuous development of best practices and tools for management of this system as UF transitions to Workday. Serve as a Project Manager within the financial refactor integration project with Workday facilitated by Agilent/iLab.
Execute various ICBR administration functions, including receptionist coverage. Other miscellaneous duties as required.
Expected Salary
$60,000 - $63,000
Required Qualifications
Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred
- Bachelor’s degree in Business Administration with an accounting or finance major
- Interacts on a daily basis 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.
- Proficient with computers and computer software, especially MS Excel and MS Outlook. Experience with Confluence.
- 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.
- Experience working in an electronic billing system (preferably Agilent/iLab), performing reconciliations, and audits.
- Working knowledge of the iLab system.
- Discretion regarding the expenditure of state, grant and auxiliary funds, exercise care when processing deposits.
- Knowledge of myUFL fiscal system and UF policies and regulations and maintaining training for role.
- Knowledge of biotechnology terminology and laboratory processes.
- Strong customer service and resource skills.
- Must be able to work independently to establish and manage competing priorities, solve problems, and set and meet deadlines, as well as work well with others in a team environment.
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
Salary : $60,000 - $63,000
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