Administrative Assistant I

University of Florida•Gainesville, FL

3d•Onsite

About The Position

This position provides daily operations support for the AIIRI (Administrative Assistant III or AIIRI Director). Responsibilities include fiscal processing, assisting with director and assistant director travel booking and reimbursement processing, managing the AIIRI email and website inquiries, maintaining supply inventory and ordering, managing office filing systems, interacting with vendors for space or service contracts, space maintenance, greeting and guiding visitors, and managing lecture room and conference room calendars. The role also involves assisting in event coordination, including space reservations, catering coordination, drafting and editing communications (emails, newsletters, event advertisements), guest travel scheduling/booking, and processing reimbursements. Special projects as assigned by AIIRI Administrative Assistant III or AIIRI Director are also part of the role.

Requirements

High school diploma or equivalent.
One year of relevant experience or an 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 through 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 to the space.
Manage lecture room and conference room calendar.
Assist in event coordination, including space reservations, catering coordination, drafting and assisting in editing email, newsletters, and event advertisements, guest travel scheduling/booking, and processing reimbursements.
Undertake other special projects as needed by AIIRI Administrative Assistant III or AIIRI Director.