Administrative Assistant I - IFAS/ABE

IFAS/ABE•Gainesville, FL

11d

About The Position

At the University of Florida, the Agricultural and Biological Engineering Department (ABE) develops, teaches, and applies engineering to improve and sustain agricultural and biological systems for current and future generations. Ranked among the top programs in the nation, we transcend disciplinary boundaries to address complex systems from the nano to the global scale, integrating human and social dimensions with natural and managed environments to design, quantify, assess, and manage solutions. The essential functions of the Admin Assistant I position are as follows:

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Knowledge of computers
Ability to learn quickly new software and/or programs
Ability to work independently
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with others
Knowledge of proper telephone and receptionist procedures

Responsibilities

Serve as the first point of contact for departmental inquiries via phone, email, and in-person.
Answer incoming calls and direct inquiries appropriately.
Greet and assist visitors, students, and prospective families.
Support recruitment activities, including building tours, tabling events, and virtual information sessions.
Manage visitor parking decals and oversee SunPass account.
Be familiar with the Ride Hub system for transportation coordination.
Serve as a backup to Administrative Assistant II with UFGO and Marketplace transactions.
Maintain common areas, including breakroom and coffee station.
Manage coffee club, prepare coffee, clean sink area, and store dishes.
Set up coffee stations for meetings and student events as needed.
Order and maintain inventory of office supplies.
Oversee department printers and copier upkeep.
Create and update room nameplates and maintain desk space for students and postdocs.
Sort and distribute incoming mail and packages.
Process outgoing mail, including postage and FedEx shipments.
Assist with Department events and catering.
Assist with planning, coordination, and execution of departmental events (meetings, seminars, student activities).
Coordinate course and room scheduling.
Monitor department website for accuracy and updates.
Other duties as assigned.