Administrative Assistant I

University of Florida•Gainesville, FL

20h•Onsite

About The Position

This position provides daily operations support for the AIIRI, including fiscal processing, assisting with director and assistant director travel booking and reimbursement processing, managing the AIIRI email and website inquiries, handling supply inventory and ordering, maintaining office filing systems, interacting with vendors for space or service contracts, managing space maintenance, and greeting/guiding visitors. The role also involves lecture room and conference room calendar management and assisting in event coordination, which includes space reservations, catering coordination, drafting and editing communications, guest travel scheduling/booking, and processing reimbursements. Additional special projects may be assigned by the AIIRI Administrative Assistant III or AIIRI Director.

Requirements

High school diploma or equivalent
One year of relevant experience
Equivalent combination of education and experience

Nice To Haves

Experience with UF financial systems and PeopleSoft
Strong knowledge of MS-Office, particularly Word, Excel, and Power Point
Strong communication skills both written and oral
Able to build strong working relationships with others

Responsibilities

Provide daily operations support
Fiscal processing
Assist with director and assistant director travel booking and processing reimbursement
Manage AIIRI email and inquiries made through website form
Manage supply inventory and ordering
Maintain office filing systems
Interact with vendors and/or service providers for space or service contracts
Manage space maintenance
Greet and guide visitors
Manage lecture room and conference room calendars
Assist in event coordination (space reservations, catering, drafting communications, guest travel, reimbursements)
Undertake other special projects as needed