Administrative Assistant I

University of Florida • Gainesville, FL

4d • $20 - $21

About The Position

The Administrative Assistant I provides reception and front-desk support for ISE, including answering phones, greeting visitors, distributing mail, and assisting with incoming and outgoing packages. The role monitors keys and after-hours access, helps order office supplies, manages conference and seminar room calendars, maintains the faculty and staff directory, submits facilities work orders, and keeps designated office areas tidy and secure at the end of the day.

The position supports the Chair’s Administrative Assistant with meeting scheduling and provides general administrative assistance to faculty and staff, including obtaining signatures, copying and preparing documents, shredding, and printing exams and posters using a large-format plotter. It handles confidential information in compliance with FERPA and professional standards, helps plan department events, and coordinates logistics for seminars and guest speakers.

The role also assists with travel processing, procurement, reimbursements, and other fiscal duties as requested by the Director of Administrative Services. It supports undergraduate academic advising through documentation, online organization, and communication, and performs other duties as assigned.

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 to meet required deadlines.
• Excellent customer service skills.
• Ability to exercise discretion and maintain confidential or sensitive information.
• Excellent computer skills and experience with Microsoft Office.
• Willingness to learn and be flexible.

Responsibilities

• Answer phones and greet students, faculty, and visitors to ISE.
• Distribute delivered mail to the appropriate mailboxes.
• Assist faculty and staff with sending and receiving packages via USPS, FedEx, and UPS, including opening delivered packages, notifying appropriate parties, and scanning 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.
• Assist in managing calendars for ISE conference and seminar rooms.
• Maintain the tidiness of the main office, main conference room, mail room, and break room; close the main office at the end of the day by ensuring doors are locked and secured and lights are off.
• Maintain and update the faculty and staff directory.
• Submit facilities work order requests.
• Support the Chair’s Administrative Assistant and provide backup for scheduling meetings on the ISE Chair’s calendar.
• Assist with obtaining signatures on yearly 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 standards of professional practice.
• 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 procurement needs.
• Assist with processing faculty employee reimbursements and provide other fiscal assistance as requested by the Director of Administrative Services.
• Support undergraduate academic advising documentation, online organization, and communication.
• Perform other duties as assigned by the supervisor.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED