Administrative Assistant II/III

University of Florida•Gainesville, FL

11d•Onsite

About The Position

The position is located in the college of Education’s School of Special Education, School Psychology, and Early Childhood Studies (SESPECS). This position has both academic and fiscal responsibilities.

Requirements

Level II: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Level III: High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Nice To Haves

Excellent computer skills.
Knowledge of UFGO, Marketplace, PeopleSoft, GIMS and UF procedures and regulations.
Outstanding organizational and communication skills.
Professionalism, problem solving and conflict resolution.
Ability to prioritize multiple tasks, work with frequent interruptions, and pace work assignments to meet deadlines.

Responsibilities

Serves as department contact to vendors. Initiates requisitions & tracks purchases through the People Soft system until items are received and paid. P-card holder; tracks and reconciles purchases.
Responsible for travel authorizations and expense reports for all SESPECS faculty & students traveling on state or other departmental or college issued funds when requested.
Responsible for monitoring, posting and reconciling OE transactions paid from state and other department funds.
Administers COE funding (awards, hiring packages) awarded to faculty.
Ensures all expenditures are in compliance with college and university guidelines.
Provides office/business manager with fiscal/HR support as requested.
Assist school director and program coordinators with course scheduling, enrollment monitoring, course changes, and course evaluations.
Assist with graduate applications and admissions; including recruitment and orientation events.
Enter graduate student information into department and university databases and systems including re-admissions, change of degree, transfer of credits, supervisory committee, special appointments to committees, and admission to candidacy, etc.
Assist with reports to department, college and graduate school as requested.
Tracks and assists faculty with annual reports. Supports school director with annual faculty review materials, and promotion and tenure. Assists with faculty searches.
Works closely with the office manager reviewing budget items and assisting as backup for payroll time approval.
As needed, supports other department staff with text adoptions, final grades, and grade changes.
Responsible for answering phones and greeting and assisting visitors.
Assists faculty with special work requests.
Other duties as assigned.