Administrative Assistant I

University of Florida•Gainesville, FL

About The Position

The Administrative Assistant I provides front desk and reception support for ISE, including answering phones and welcoming students, faculty, and visitors. The position distributes incoming mail, assists with sending and receiving packages through USPS, FedEx, and UPS, alerts recipients to deliveries, and scans packing lists for the fiscal team. It monitors key allocation and after-hours access, helps order office supplies, manages calendars for ISE conference and seminar rooms, maintains the faculty and staff directory, and submits facilities work orders. The role also helps keep the main office, conference room, mail room, and break room tidy and secures the main office at the end of the day. The position provides general administrative support to the Chair’s Administrative Assistant, including backup support for scheduling meetings on the ISE Chair’s calendar, obtaining signatures on faculty evaluations and other documents, and assisting faculty with copying, document preparation, shredding, and printing. Printing may include exams and posters using a large-format plotter. The incumbent must protect confidential and sensitive information in written and verbal communications, including complying with FERPA and professional practice standards. Additional duties include helping plan department events; arranging rooms, vendors, materials, and event setup and breakdown; and coordinating itineraries, lodging, and dinner reservations for seminar and guest speakers. The position assists with travel processing and procurement for departmental student activities, faculty and employee reimbursements, and other fiscal tasks as requested by the Director of Administrative Services. It also supports documentation, online organization, and communication for undergraduate academic advising, and performs other duties as assigned by the supervisor. Expected salary is $20.00–$21.00, commensurate with education and experience.

Requirements

High school diploma or equivalent and one year of relevant experience, or an equivalent combination of education and experience.

Nice To Haves

Ability to interact consistently in a cordial and professional manner with faculty, staff, students, and guests.
Ability to function under stressful circumstances and prioritize work to meet deadlines.
Excellent customer service skills.
Ability to exercise and maintain confidentiality of sensitive information.
Excellent computer skills and experience with Microsoft Office.
Willingness to learn and flexibility.

Responsibilities

Answer phones and greet ISE students, faculty, and visitors.
Distribute incoming mail to appropriate mailboxes.
Assist with sending and receiving packages through USPS, FedEx, and UPS; open delivered packages, alert recipients, and scan packing lists for the fiscal team.
Monitor allocation of keys and after-hours access for faculty, staff, and ISE student assistants, including logging keys issued and returned.
Assist with ordering office supplies for faculty and staff.
Manage calendars for ISE conference and seminar rooms.
Maintain the tidiness of the main office, main conference room, mail room, and break room; close and secure the main office at the end of the day by checking doors and lights.
Maintain and update the faculty and staff directory.
Submit facilities work order requests.
Support the Chair’s Administrative Assistant and serve as backup for scheduling meetings on the ISE Chair’s calendar.
Obtain signatures on annual faculty evaluations and other documents.
Assist faculty with photocopying, stapling, pocket folder creation, and shredding.
Print exams, posters using a large-format plotter, and other materials for faculty, staff, and students.
Maintain confidential and sensitive information in written and verbal communications, including adherence to FERPA and professional practice standards.
Assist with planning department events, including booking rooms, finding and contacting food vendors, obtaining materials, and setting up and breaking down events.
Assist with seminar and guest-speaker arrangements, including itineraries, travel lodging, and dinner reservations.
Assist with travel processing and procurement for departmental student activities, including Senior Design travel and ISE Student Organization needs.
Assist with processing faculty and employee reimbursements and other fiscal duties as requested by the Director of Administrative Services.
Support documentation, online organization, and communication for undergraduate academic advising.
Perform other duties as assigned by the supervisor.