Executive Administrative Specialist. Jobs

POSITION SUMMARY:

An Executive Administrative Specialist performs very high-level office and administrative support duties for the Dean and Associate/Assistant Deans of Undergraduate Studies. This position provides skilled and confidential support for the executive and serves as a liaison for this office with other executive offices, colleges, and departments. The Executive Administrative Specialist must perform a wide variety of administrative support duties ranging from executive personal assistant duties to complex office coordination. This role requires a higher level of skill, experience and judgment than Administrative Clerks, Staff Assistants and Administrative Specialists, including intermediate to advanced skills with desktop applications.

Essential Duties and Responsibilities:

• Calculate retro payments for payroll and benefits; maintain Federal, State and Local tax records;
• Process Payroll Weekly and according to tight deadline schedule
• Develop a clear understanding of the philosophies by which the company operates
• Process manual checks when necessary
• Update Employee status profiles
• Process New Hires, Rehires, LOA, LOA Returns and Terminations
• Run weekly reports for Branches and Executive Team
• Support Branch Administrators at each branch with Payroll Inquiries
• Process Uniform, Other Admin, Tax Levies, Garnishment and Support Order deductions, review direct deposit entries, and maintain direct deposit records on document cloud
• Process COBRA requests
• Process final deductions and vacation payouts for terminated employees
• Scanning and updating 2,000+ employee files on ADP’s Document Cloud

Qualifications and Requirements:

• Associate degree in Business, Accounting, or related field preferred
• 5+ years payroll processing experience in an environment with 500+ employees, in multistate fast paced environment and ADP Workforce Now is a requirement
• JDE (JD Edwards Software) or Oracle ERP experience preferred
• Salary range $55,000-$65,000
• Monday through Friday, regular business hours (no weekends)

Knowledge, Skills, and Abilities:

• Ability to consistently meet deadlines; accomplish work in order of priority
• Personal attributes must include the highest level of energy, enthusiasm and ethics, the ability to maintain an entrepreneurial and hands on approach and the ability to work with a diverse group of senior managers
• Decision-making, problem-solving, and analytical skills
• Ability to work with sensitive information and maintain confidentiality
• Spanish speaking a plus
• Ability to be rigidly attentive to detail to ensure the highest level of quality and accuracy in reports and data analysis
• Strong and effective spoken and written (English) communication skills, including composition and presentation skills Ability to use PC and widely used software packages (Microsoft 365 – Strong with Excel is a plus, as well as Word, Outlook, PowerPoint)
• Assertive, ability to work independently, as well as part of a team

ORGANIZATIONAL SUMMARY:

The Student Success division at the UNIVERSITY OF SOUTH FLORIDA IN VITRO is comprised of 60 departments, providing students with academic support, engagement opportunities, health & wellness services and enhancement of the educational experience. As a part of the Student Success division, the Office of Undergraduate Studies (UGS) works in partnership with the academic colleges of all three campuses in the development, review and enhancement of undergraduate programs. The members of the UGS teamwork with faculty to establish and administer academic policies, assist with undergraduate curriculum development and review, and support proposals for new and revised programs and courses through the various approval processes. In addition to assisting with the academic programs offered by the colleges, Undergraduate Studies offers a number of academic programs.