Administrative Assistant I/II

University of Florida•Gainesville, FL

1d•$19 - $23•Onsite

About The Position

This position provides front office support, administrative support for the Nuclear Engineering Program, departmental support, and research administrative support. The role involves maintaining a professional environment, managing reception tasks, scheduling meetings, taking minutes, writing correspondences, assisting with events, gathering information for program reviews, maintaining confidential files, aiding with external communications, managing research space and time, and performing miscellaneous tasks as assigned. The role also includes cross-training to cover for the Administrative Support Assistant III and other duties based on individual qualifications.

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.

Nice To Haves

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

Maintain a professional front office environment.
Manage front office clerical and reception tasks including greeting visitors, answering phones, maintaining room calendars, purchasing supplies, and making copies.
Serve as the assistant for the Nuclear Engineering Program, including scheduling meetings, taking minutes, writing correspondences, and assisting with events and travel.
Assist with gathering information for program reviews and Advisory Board meetings.
Maintain Department administrative files in a confidential manner.
Aid with external communications for departmental events.
Support the events committee as needed.
Manage research space and time for Associate Chairs and the Nuclear Program Director, including coordinating meetings, ordering supplies, obtaining vendor quotes, and tracking P-card transactions.
Perform miscellaneous tasks to support staff and the Department.
Cross-train to fill in for the Administrative Support Assistant III.
Perform other duties as assigned based on qualifications.