Administrative Assistant I

University of Florida•Okaloosa, FL

9d•Onsite

About The Position

This is a position serving as the initial contact at the UF Research and Engineering Education Facility (REEF) Campus (Shalimar, FL). The position’s principal responsibilities are related to daily office management as well as basic assistance with advising admissions, enrollment and course/classroom logistics. This requires coordination with departmental and college administrators at the UF main campus in Gainesville. This position reports to the UF REEF Director for on-site direction and primary supervision and to the respective departmental Fiscal Officers as it relates to fulfillment and accuracy of specific responsibilities. Assist REEF based employees with Fiscal and HR related activities pertaining to REEF facility. Liaison with departmental and college offices to provide all required documents related to HR/visa actions, P-card receipt submission, travel set up and reimbursement, and purchase order request. Ensures documents contain correct information, meet compliance and deadlines. Collaborate as needed with staff with documentation needed to enter space allocation information for the REEF facility. Assist the UF-REEF director with collection of information and documentation for the annual educational contract report for REEF, including the Air Force Education Contract. Retrieves data related to applications, enrollment, and course scheduling for REEF based students. Participates as an archivist in accessioning, arranging, preserving, and proper destruction of records per UF guidelines. Provides primary reception support for the REEF facility. Provides assistance to the UF-REEF Director as needed, distributes forms and information, and maintains office supply inventory. Maintains calendar for seminars, conferences, and briefings. Coordinates room assignments for visiting faculty, postdoctoral researchers, and students. Coordinates with UF EDGE Department and REEF faculty for the taping schedule of EDGE classes that are done locally at the UF-REEF. Provides assistance to the other REEF staff to ensure the overall daily operation at the REEF.

Requirements

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

Nice To Haves

Ability to communicate effectively and professionally both verbally and in writing with internal faculty and staff as well as external stakeholders.
Proficiency and competence in use of Windows-based personal computer, MS Word, Excel, electronic communication (email, etc.), internet.
Outstanding time management skills to manage a wide variety of tasks.
Problem solver, good planner, and deadline oriented.

Responsibilities

Serve as the initial contact at the UF Research and Engineering Education Facility (REEF) Campus.
Manage daily office operations.
Provide basic assistance with advising admissions, enrollment, and course/classroom logistics.
Coordinate with departmental and college administrators at the UF main campus.
Assist REEF-based employees with Fiscal and HR-related activities.
Liaise with departmental and college offices for HR/visa actions, P-card receipt submission, travel setup and reimbursement, and purchase order requests.
Ensure documents contain correct information, meet compliance, and deadlines.
Collaborate with staff on documentation for space allocation information.
Assist the UF-REEF Director with information and documentation for the annual educational contract report, including the Air Force Education Contract.
Retrieve data related to applications, enrollment, and course scheduling for REEF-based students.
Participate as an archivist in accessioning, arranging, preserving, and proper destruction of records per UF guidelines.
Provide primary reception support for the REEF facility.
Assist the UF-REEF Director as needed.
Distribute forms and information.
Maintain office supply inventory.
Maintain calendar for seminars, conferences, and briefings.
Coordinate room assignments for visiting faculty, postdoctoral researchers, and students.
Coordinate with UF EDGE Department and REEF faculty for the taping schedule of EDGE classes.
Provide assistance to other REEF staff to ensure overall daily operation.