Administrative Assistant I

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The Administrative Assistant I serves as a key point of contact for facilities and IT/phone work orders, assists with mail distribution and office security, and manages various administrative tasks. This role is crucial for maintaining departmental records, ensuring training compliance, and providing high-level customer service as a liaison for UF | Research’s support units. The position also involves significant Human Resources support, including processing new hires, managing job edits, and reviewing time and labor for assigned departments. Additionally, the Administrative Assistant I provides direct assistance to the Director for Human Resources with daily operational needs and special projects. The role requires cross-training to support all office areas during peak times and coordination of the annual service pin award ceremony.

Requirements

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

Nice To Haves

Bachelor’s degree
Understanding of the necessity and value of accuracy and attention to detail
Ability to process information with high levels of accuracy
Effective communication skills
Ability to manage multiple concurrent projects and make effective judgment to prioritize assignments
Knowledge and ability to use office support tools, e.g., excel spreadsheets, organizational charts and e-mail communication
Ability to work with a variety of individuals in a constructive and collaborative manner
Knowledge of office administration
Ability to carry out ongoing office administration tasks effectively and efficiently in support of UF Research
Ability to meet or exceed employee needs and provide excellent service in a direct or indirect manner
Ability to work effectively as part of a team

Responsibilities

Serve as point of contact for all facilities and IT/phone work orders.
Assist in distributing mail and securing UF | Research’s offices.
Responsible for online directory upkeep, calendar maintenance, state vehicle reservations and logs, office supply orders, GatorOne ID authorizations, and creation of UFID’s and affiliations for external researchers.
Maintain up-to-date lists of the departmental staff, organizational charts as well as phone numbers and locations for all UF | Research staff.
Track and monitor all required training for the department annually and communicate with employees and department affiliates regarding training compliance.
Provide high-level customer service by serving as a liaison through various administrative duties for UF | Research’s support units.
Creates and maintains employee personnel files, ensuring documents are accurate and records retention requirements are met.
Assists in processing new hires (OPS, Volunteers, and Student Assistants) including posting positions, processing background checks, performing pre-hire experience veri-fications, and completing necessary new hire paperwork, ensuring new hires are pro-cessed following university, state and federal regulations.
Process various job edits, reclassifications, changes in FTE, reclassifications, non-renewals, terminations/resignations and leave cash-outs.
Review time and labor for an assigned portfolio of departments on a bi-weekly basis through review of timesheets, leave applications and paylists.
Assist in managing and retaining leave calendar and applications, and processing various payroll-related actions as-needed.
Perform a variety of duties as assigned by the Director of Human Resources according to daily needs and operation of UF | Research, Personnel Services.
Perform errands, scheduling, reporting services/repairs, distributing mail, and performing special projects as assigned.
Coordinate annual service pin award ceremony for service pin recipients.
Cross-train to assist in all areas of the office during peak workload periods.