Administrative Assistant I/II

University of Florida•Gainesville, FL

14h

About The Position

The position has both academic and fiscal responsibilities and is located in the college of Education’s School of Special Education, School Psychology, and Early Childhood Studies (SESPECS). Serves as the primary contact for school and department, liaising with other university departments and external agencies. Communicates school information, answers questions about routine policies and procedures in line with established guidelines, and redirects inquiries to the appropriate program area, faculty, or staff. The role provides administrative support and customer service to faculty, staff, and students, handling tasks such as DocuSign processing, basic data entry, mail pickup and delivery, work-order requests, and office supply management. It also manages electronic filing, telephone duties, maintains the breakroom and performs additional tasks as needed. Serves as Department Coordinator for student and faculty systems, overseeing semester grades, textbook adoptions, class attendance verification, and course syllabi. Manages asset inventory, ordering, monitoring, and disposal. Supports faculty and staff with FEA data and workflows and collaborates with the office manager to maintain SPACE reporting data. Fiscal duties include acting as a P-card holder for departmental purchases, processing routine expense reports (ER), verifying and reconciling P-card charges. The role ensures that expenditures comply with university guidelines and oversees general departmental purchasing activities. Supports all aspects of department events—from initial planning and organization through set-up and clean-up—by preparing itineraries, coordinating IT resources, booking rooms, escorting guests, and arranging meals and post-event logistics. Other duties as assigned.

Requirements

Administrative Assistant I: High school diploma or equivalent and one year of relevant experience.
Administrative Assistant II: High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

Knowledge of general office procedures and practices
Principles and techniques of effective verbal and written communications
Personal computer and word processing, database management
Ability to organize and maintain records.
Ability to understand and apply applicable rules, regulations, policies and procedures
Deal with the public in a tactful and courteous manner
Work independently
Utilize problem-solving techniques
Plan, organize and coordinate work assignments
Communicate effectively verbally and in writing
Establish and maintain effective working relationships with others.
Knowledge of PeopleSoft and campus resources.
Must have the ability to prioritize assignments based on urgency or deadlines and work cooperatively with other staff to ensure that all tasks are completed in a timely manner and meet or exceed the standards for quality and performance as established by the department, college and university.

Responsibilities

Serves as the primary contact for school and department, liaising with other university departments and external agencies.
Communicates school information, answers questions about routine policies and procedures in line with established guidelines, and redirects inquiries to the appropriate program area, faculty, or staff.
Provides administrative support and customer service to faculty, staff, and students, handling tasks such as DocuSign processing, basic data entry, mail pickup and delivery, work-order requests, and office supply management.
Manages electronic filing, telephone duties, maintains the breakroom and performs additional tasks as needed.
Serves as Department Coordinator for student and faculty systems, overseeing semester grades, textbook adoptions, class attendance verification, and course syllabi.
Manages asset inventory, ordering, monitoring, and disposal.
Supports faculty and staff with FEA data and workflows and collaborates with the office manager to maintain SPACE reporting data.
Acts as a P-card holder for departmental purchases, processing routine expense reports (ER), verifying and reconciling P-card charges.
Ensures that expenditures comply with university guidelines and oversees general departmental purchasing activities.
Supports all aspects of department events—from initial planning and organization through set-up and clean-up—by preparing itineraries, coordinating IT resources, booking rooms, escorting guests, and arranging meals and post-event logistics.