Job Information
University of Florida Administrative Assistant II in Gainesville, Florida
Administrative Assistant II
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532174&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532174
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 60040000 - AG-DEAN FOR RESEARCH
Classification Title:
Administrative Support AST II
Job Description:
This position serves as the lead receptionist for the UF/IFAS Dean for Research Office and provides support to the Dean, Associate Deans, and Associate Director of the Florida Agricultural Experiment Station (FAES) and other staff. Supports the Associate Director, FAES by handling daily requests, managing travel logistics, and processing related travel & credit card expense reports. Thrives in a demanding and collaborative environment where customer service, prioritization, multi-tasking, and teamwork are essential to manage a high volume of varied tasks.
Makes travel arrangements for Dean, Associate Deans & Associate Director, FAES including securing hotel accommodations, car rentals, registrations, airplane reservations and generating travel itineraries. Serves as reconciler for P-cards, travel authorizations, and travel/expense reports on behalf of the Associate Director, FAES. Secures hotel contracts and negotiates price of hotel accommodations for annual hosted events and for individual travel of the Dean, Associate Deans & Associate Director, FAES. Collects receipts and other travel related materials for Dean, Associate Deans, and Associate Director, FAES and maintains these materials electronically for the administrative team to reconcile in the UFGO system (SAP Concur).
Coordinates calendar availability and schedules interviews with faculty candidates from all UF/IFAS units on behalf of the Dean for Research Office. Leverages online platforms and/or relevant software to ensure necessary reference and evaluation materials are organized appropriately and available for Deans during and after candidate interviews. This includes maintaining a log of interviews scheduled for each department. Serves as the initial point of contact to welcome interview candidates to the office and show them to the interview room.
Assists administrative team, as needed, to manage high-volume workloads in the Dean for Research Office by working collaboratively with Administrative Specialist II and III. Coordinates meeting materials for projects in notebooks or electronically, as required. Works with Communications Specialist to order awards & with Administrative Specialist III for various tasks related to annual Research Awards Ceremony. Provides administrative support which includes sending emails on behalf of the Dean, Associate Deans and Associate Director, FAES. Schedules in person meetings and virtual meetings for the Dean, Associate Deans and Associate Director, FAES in absence of Administrative Specialist II and III. Collaborates with Admin Specialist III during Tenure & Promotion (T&P) reviews.
Serves as receptionist for Dean for Research Office. Tasks include, but are not limited to greeting visitors, sorting mail, answering, and managing phone calls and answering questions related to office policy and procedures in a professional manner. Must be able to communicate well with UF faculty, staff, administrators, and members of various internal and external stakeholder groups. Documents & disseminates notes taken during meetings. Maintains inventory and organizes storage of office/kitchen supplies and makes orders as needed using approved UF procurement mechanisms (Pcard, myUFMarketplace, etc.). Handles all food orders for hosted events and meetings. Places orders with UF Facilities Work Management for maintenance in office and on ground floor of McCarty Hall D. Oversees support for office machinery (copiers, printer, fax, etc.) which includes ordering office equipment, related supplies and addressing maintenance issues. Orders business cards and office polos for employees as well as other materials as needed for special/high profile events. Maintains calendars for conference meeting room, staff leave, reserved parking spots & state vehicle usage along with motor pool maintenance schedule and fueling for each vehicle. Coordinates office furniture orders, as needed, on behalf of the office.
Manages Zoom, Teams and/or conference calls for all meetings when Dean, Associate Deans, and/or Associate Director, FAES are hosts.
Expected Salary:
$16.55-$21.45 per hour, commensurate with education and experience
Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.
Preferred Qualifications:
Ability to work productively, independently, solve problems, and prioritize tasks in order of importance.
Knowledge of university and state rules and regulations related to processing Purchasing card, travel transactions, and supporting documentation.
Utilize strong verbal and written communication skills.
Desire to support the office culture, including a customer-service driven approach to the position.
Ability to work collaboratively and collegially in a demanding and fast paced environment.
Demonstrate commitment to contributing to a respectful and caring community for all, including individuals of various backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.
Proficient in the use of Microsoft Office (particularly Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, etc.
Proficient with scheduling and operating virtual meeting platforms (Zoom, Teams, conference calls, etc.).
Proficient with the UFGO (SAP Concur) system and UF Travel Directives.
Experienced in standard office procedures and best practices for filing and organization.
Able to operate general office equipment.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and a list of three references .
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 09 Jul 2024 Eastern Daylight Time
Applications close: 11 Aug 2024 Eastern Daylight Time
