Administrative Assistant II
About The Position
The Administrative Assistant II supports faculty, graduate students, and the Department of Chemistry through purchasing, travel coordination, visitor and seminar support, grant administration, office management, and instructional support. The role initiates and tracks purchases, reconciles purchasing-card transactions, and ensures purchases comply with University of Florida and granting-agency policies and have available funding. It coordinates travel arrangements and expense reports for faculty, staff, students, and visitors, and supports international travel and J-1 visitor visa processes when required. The position coordinates seminar and candidate visits, including visitor schedules, meetings, meals, transportation, rooms, refreshments, reimbursements, honoraria, and attendance tracking. It also assists with local and remote conferences, covering publicity, registration, programming, volunteers, social events, reimbursements, room bookings, youth compliance, and budgeting. In collaboration with faculty and research administrators, the role facilitates research proposal and budget preparation and submission, reports, related documents, manuscripts, and tracking of funding sources and balances. Office and instructional duties include maintaining shared office resources and conference-room calendars; coordinating faculty schedules and meetings; assisting with annual activity reports; ordering and stocking teaching materials; supporting graduate teaching assistants; copying course materials and printing exams; ordering textbooks; and routing human-resources requests for processing. The incumbent may also assist with space allocation and effort reporting, complete other assigned duties, and work with minimal supervision to manage office administration and deadlines.
Requirements
- High school diploma or equivalent and four years of relevant experience.
- Intermediate-level ability to use Microsoft Office, especially Word and Excel.
- Ability to communicate effectively verbally and in writing and to accurately interpret ideas, information, and needs.
- Ability to work constructively and collaboratively with a variety of individuals and groups.
- Ability to manage multiple concurrent objectives, projects, and activities, and prioritize work and time effectively.
- Ability to perform moderately complex administrative functions, serve as a resource on issues, policies, and procedures, and contribute to developing group processes.
- Knowledge of administrative processes, computer database management, and record and file management.
- Experience planning, organizing, and coordinating work assignments to improve efficiency and meet deadlines.
- Ability to work with minimal supervision and independently manage office administration when the supervisor travels.
- Professional appearance and demeanor when serving as the public contact for the assigned office.
Nice To Haves
- Working knowledge of multi-line telephones, copiers/scanners, printers, and desktop computers.
- Ability to create fillable PDF forms.
- Intermediate mathematical skills.
- University experience performing fiscal functions, working knowledge of PeopleSoft and myUF Marketplace, and understanding of University funding sources such as Foundation, State, auxiliary, grants, IDC, and residual funds.
Responsibilities
- Initiate purchase orders in myUF Marketplace for supplies, equipment, services, and other items; use a UF Purchasing card for purchases outside the Marketplace.
- Track purchases, prepare Purchasing-card forms, reconcile transactions in myUFL, confirm funding availability, and ensure compliance with University and granting-agency policies.
- Coordinate travel arrangements, including flights, hotels, rental cars, registration fees, authorizations, and post-travel expense reports.
- Handle additional international travel registration duties and, when necessary, coordinate DS-2019 applications, J-1 visa documentation, extensions, and other changes.
- Coordinate visitor and seminar schedules, meetings, business meals, transportation, room bookings, refreshments, reimbursements, and honoraria.
- Track graduate student attendance at seminars each semester.
- Assist with local and remote conference coordination, including publicity, registration, on-site programming, volunteers, social events, reimbursements, honoraria, room bookings, youth compliance, and budgeting.
- Facilitate preparation and submission of research proposals, budgets, reports, correspondence, and related documents in coordination with faculty and Chemistry Fiscal Office research administrators.
- Assist with preparation and submission of scientific and technical manuscripts.
- Track faculty and graduate students' funding sources, chartfields, and balances.
- Maintain the office suite, shared supplies, copy machine, and conference-room reservation calendar.
- Coordinate assigned faculty activities, assist with Annual Activities Reports, arrange committee meetings, check mail, and coordinate meeting schedules and locations.
- Order and stock teaching materials and supplies; provide course information and materials to graduate teaching assistants; copy course materials, print exams, and place textbook orders.
- Communicate human-resources requests to the main office for processing, including new hires, terminations, job edits, and funding information.
- Assist assigned faculty, the Director of Operations, and/or the Chemistry Human Resources Office with annual space allocation and effort reporting.
- Complete other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
