Administrative Assistant I

University of Florida•Gainesville, FL

32d

About The Position

Faculty Admin Support: Provide administrative support to faculty (portfolio based) including maintaining confidential and sensitive information. Manage calendars, including the coordination and scheduling of meetings. Make copies of reports, brochures, pamphlets, and other materials. Write/edit correspondence; manage and organize paper and electronic files, databases; and distribute/collect correspondence, reports, and other information. Assist with meetings or event setup. Research Support: Update research websites. Enter student appointment forms. Maintain/modify C&P and bio-sketch, and other proposal docs. Faculty Fiscal Support: Provide fiscal support to faculty (portfolio based). Manage travel arrangements, including booking flights, hotel and rental car reservations, and arrangements with agendas. Purchase lab supplies as needed. ECE HQ Admin Support: Oversee mail/package delivery for the ECE department. Create FedEx shipping labels. Schedule and arrange monthly Early Career faculty meetings. Perform front office clerical and reception tasks in the absence of the Front Desk Staff such as greeting visitors, answering multiple phone lines, maintaining room calendars, purchasing supplies and assisting with copies, scanning, faxing, etc. Perform other duties, as assigned.

Requirements

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

Responsibilities

Provide administrative support to faculty (portfolio based) including maintaining confidential and sensitive information.
Manage calendars, including the coordination and scheduling of meetings.
Make copies of reports, brochures, pamphlets, and other materials.
Write/edit correspondence; manage and organize paper and electronic files, databases; and distribute/collect correspondence, reports, and other information.
Assist with meetings or event setup.
Update research websites.
Enter student appointment forms.
Maintain/modify C&P and bio-sketch, and other proposal docs.
Provide fiscal support to faculty (portfolio based).
Manage travel arrangements, including booking flights, hotel and rental car reservations, and arrangements with agendas.
Purchase lab supplies as needed.
Oversee mail/package delivery for the ECE department.
Create FedEx shipping labels.
Schedule and arrange monthly Early Career faculty meetings.
Perform front office clerical and reception tasks in the absence of the Front Desk Staff such as greeting visitors, answering multiple phone lines, maintaining room calendars, purchasing supplies and assisting with copies, scanning, faxing, etc.
Perform other duties, as assigned.