Administrative Assistant II

University of Florida • Gainesville, FL

9d • Onsite

About The Position

This position provides comprehensive administrative support to the department, including managing communications, processing financial transactions, maintaining personnel records, coordinating onboarding and events, and supporting academic and outreach programs. The role involves direct support to the Department Chair, Office Manager, faculty, staff, and students, ensuring smooth departmental operations and compliance with university policies.

Requirements

• High school diploma or equivalent.
• Four years of relevant experience or an equivalent combination of education and experience.
• Ability to handle telephone calls and in-person inquiries in a courteous and effective manner.
• Skilled in the operation of equipment.
• Ability to evaluate and make decisions.
• Ability to establish and maintain effective working relations with others.
• Knowledge of general office procedures and proper business styles and formats.

Nice To Haves

• PeopleSoft training as required.
• Knowledge of department and UF policies and regulations related to undergraduate advisement.

Responsibilities

• Answer incoming calls for the departmental main phone line.
• Handle mail and FedEx shipments.
• Process departmental invoices, purchase orders, and purchases through myUF Market and PCard module.
• Assist the Office Manager with departmental funding accounts and fiscal reports.
• Monitor inventory and purchase office supplies.
• Arrange catering for department meetings and set up luncheons.
• Input job actions in ePAF in PeopleSoft for various employee types.
• Maintain personnel files for each employee.
• Oversee the processing of international documents for faculty, staff, and students.
• Manage the onboarding process for new faculty and staff, including orientations, trainings, and meetings.
• Process disposals and surplus of assets.
• Assist with the organization of special events.
• Maintain and update information for academic advising and department events.
• Support the UF Sports Analytics lab and the Associate Department Chair with processing hires, ordering materials, and equipment.
• Support center or institute hiring, purchases, and related expenses.
• Process budget entries for non-credit certificates or other financial needs for non-credit programs.
• Monitor and troubleshoot student registrations in non-credit programs.
• Support the Department with ADA compliance monitoring.
• Maintain website content and coordinate updates.
• Provide administrative support to the Department Chair, including collecting information for newsletters, attending board meetings and keeping minutes, and assisting with annual events.
• Answer and screen calls for the Department Chair when absent.
• Coordinate and process Department Chair travel and related expenses.
• Keep and share minutes of all Department meetings or meetings organized by the Chair.
• Maintain information in a central location accessible for the Department Chair.
• Obtain the Chair’s approval and signature on various documents and correspondence.
• Initiate and process department travel authorizations and purchasing related to research expenses or other categories for faculty, staff, students, and invited guests.
• Initiate, process, and submit department travel expense reports and general reimbursements.
• Maintain submission forms that are current with the needs of the department and provide instruction on the process of authorizations and expense reports.
• Verify funds are available for travel expenses and reimbursements through various funding sources.
• Keep current on UF policies and regulations related to travel and other fiscal duties.
• Maintain department spreadsheets tracking expenses on departmental allotments.
• Provide academic support for the department.
• Assist students, parents, and guests in scheduling appointments with Academic Advisors.
• Support the Chair, Academic Advisors, and Faculty on course scheduling development each semester and obtain classrooms for courses.
• Assist with the addition of new courses and sections and coordinate with the Registrar’s Office.
• Facilitate classroom changes as required.
• Manage Course Scheduling for spring/summer/fall course offerings, Departmental Textbook Adoptions, semester Faculty Teaching Evaluations, and Indirect Cost Space Allocation Report.
• Assist the Director of Engaged Learning and Outreach and the Internship coordinator with their programmatic needs.
• Perform other miscellaneous duties as requested by the Office Manager and Department Chair.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED