Administrative Assistant I

University of Florida•Gainesville, FL

13h•$17 - $20

About The Position

- Prepares travel authorization and reimbursement documents for department faculty, staff, postdocs, and graduate assistants, entering the information into the PeopleSoft System and ensuring that all are prepared and submitted in a timely manner. Maintains files of pending travel and pending and completed expense reports; scans completed expense reports to travel. - Reconciles OE on all accounts (GR, SS, federal grants, PI overhead and residuals, etc.). Manages the department’s FedEx account and processes all bills. Receives checks for EBA/FSEA’s, transfers to central fiscal office; maintains related records. - Serves as back up for departmental procurement program; places orders, processes receipts and invoices through OnBase and myufmarketplace. Supports administrative office procurement. Receives, scans and maintains packing slips for entire department. - Serves as receptionist to the department; reserves conference rooms and state vehicles, answers main phone line, directs people as appropriate. Prepares shipping forms for faculty and staff, brings packages to central CVM mail room. Schedules maintenance and detailing as needed for department’s state vehicles. - Onboards departmental volunteers, including generating appointment letter, corresponding with Human Resources and guiding new volunteer through initial processes (obtaining Gator1 card). - Supports departmental events. - Liaises with central fiscal office. Assists with issue resolution. - Assists department faculty, Chair and Administrative Specialist with special projects, gathering and compiling information as needed.

Requirements

High school diploma or equivalent and one year of relevant experience.

Nice To Haves

Exceptional interpersonal and communication (written and oral) skills
Ability to work independently, to listen and follow directions
Ability to plan, organize and coordinate work assignments
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with others
Knowledge of and ability to use, computers and computer related peripherals
Familiarity with computer software including, but not limited to the Microsoft suite of programs
Knowledge of and ability to use correct spelling, punctuation and grammar; basic arithmetic and geography
Ability to handle telephone calls in a courteous and professional manner, and to organize files
Knowledge of and ability to use, standard business formats and styles
Training courses as required for specific PeopleSoft roles

Responsibilities

Prepares travel authorization and reimbursement documents for department faculty, staff, postdocs, and graduate assistants, entering the information into the PeopleSoft System and ensuring that all are prepared and submitted in a timely manner.
Maintains files of pending travel and pending and completed expense reports; scans completed expense reports to travel.
Reconciles OE on all accounts (GR, SS, federal grants, PI overhead and residuals, etc.).
Manages the department’s FedEx account and processes all bills.
Receives checks for EBA/FSEA’s, transfers to central fiscal office; maintains related records.
Serves as back up for departmental procurement program; places orders, processes receipts and invoices through OnBase and myufmarketplace.
Supports administrative office procurement.
Receives, scans and maintains packing slips for entire department.
Serves as receptionist to the department; reserves conference rooms and state vehicles, answers main phone line, directs people as appropriate.
Prepares shipping forms for faculty and staff, brings packages to central CVM mail room.
Schedules maintenance and detailing as needed for department’s state vehicles.
Onboards departmental volunteers, including generating appointment letter, corresponding with Human Resources and guiding new volunteer through initial processes (obtaining Gator1 card).
Supports departmental events.
Liaises with central fiscal office. Assists with issue resolution.
Assists department faculty, Chair and Administrative Specialist with special projects, gathering and compiling information as needed.