Administrative Assistant I/II

University of Florida • Gainesville, FL

1d

About The Position

This position provides front office and administrative support for the Nuclear Engineering Program. The role involves maintaining a professional environment, managing reception tasks, providing administrative assistance for meetings and events, supporting program reviews, maintaining confidential files, assisting with external communications, and managing research-related tasks for faculty. The position also includes cross-training to cover for the Administrative Support Assistant III and other duties as assigned.

Requirements

• Level I: High school diploma or equivalent and one year of appropriate experience or an equivalent combination of education and experience.
• Level II: High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.
• Experience with Microsoft Office products (Outlook, Excel, Word, Teams, PowerPoint, etc.)
• Understanding of or ability to rapidly adopt productivity tools (Zoom, Slack, MailChimp, DocuSign, etc.)
• Customer service skills
• Business office skills
• Organizational skills
• Ability to thrive in a fast-paced environment
• Ability to prioritize multiple tasks in order to meet competing deadlines
• Ability to plan, organize and coordinate work assignments from multiple colleagues
• Ability to work independently and make decisions in a quick and decisive manner
• Ability to communicate effectively in person, virtually, over the phone and in writing
• Ability to be detailed, accurate and confidential with work assignments
• Ability to maintain effective relationships with colleagues, faculty and students
• Ability to work with people of varying backgrounds

Responsibilities

• Manage all front office clerical and reception tasks such as greet visitors, answer multiple phone lines, maintain room calendars, purchase supplies and make copies.
• Serve as the assistant for the Nuclear Engineering Program, including scheduling meetings, taking minutes, writing correspondences, and assisting with events that may include travel.
• Assist Administrative Support Assistant III in gathering information for MSE and NE program reviews and Advisory Board meetings.
• Assist the Administrative Support Assistant III in maintaining Department administrative files in a confidential manner.
• Aid the Marketing and Communications Specialist with the Department’s external communications for departmental events and support the events committee as needed.
• Work with Associate Chair(s) and Nuclear Program Director to manage their research space and time including coordinating meetings with students, ordering supplies, obtaining vendor quotes, tracking P-card transaction related to research.
• Perform miscellaneous tasks to assist the Administrative Assistant III, Chair, Associate Chair(s), Nuclear Program Director, faculty and staff.
• Cross-train to fill in for the Administrative Support Assistant III.
• Perform other duties as assigned based on the qualifications of the individual.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED