Administrative Assistant II

University of Florida•Gainesville, FL

11d

About The Position

The Administrative Assistant II serves as a key point of contact for faculty, staff, and students, managing various administrative tasks including vehicle, meeting, and room scheduling, reception duties, and maintaining office equipment. This role involves managing departmental vehicles, submitting work requests for facility repairs, and overseeing key and badge access. The position also handles IT account requests, service requests, and equipment procurement. A significant part of the role includes serving as a proxy for faculty and staff in fiscal operations, reconciling purchases, submitting quotes and invoices, and managing the UF Marketplace. The Administrative Assistant II will also assist the Administrative Specialist in fiscal operations, running reports, managing spreadsheets, and implementing procedural changes. Additionally, the role is responsible for submitting travel authorizations, processing expense reports, booking travel arrangements, and facilitating travel for visiting faculty. Website management using WordPress, including content updates and link maintenance, is also a key responsibility. The position manages facility space allocation and assists with department seminars, professional meetings, and events, including catering and setup. Other administrative duties and database maintenance are also included.

Requirements

High school diploma or equivalent
Four years of relevant experience

Nice To Haves

Able to provide a high level of customer service
Outstanding computer knowledge and skills
Ability to utilize multiple software applications proficiently
Knowledge and experience with various software applications, i.e. myUFL, OnBase, Photoshop, Adobe Acrobat Pro, DocuSign, Drop Box, Microsoft One Drive, PowerPoint, Excel, Word, and Publisher, WordPress
Ability to collect, compile and analyze data
Excellent communication skills verbally and in writing
Excellent computation and letter writing skills with the ability to use correct grammar, punctuation and spelling
Ability to maintain confidentiality with sensitive materials
Ability to work independently, plan, prioritize, organize, problem solve, direct appropriate action in a professional manner
Ability to maintain effective communication with supervisor, faculty and staff
Ability to get along well and maintain a professional demeanor and effective working relationship with supervisor, faculty, staff, students, volunteers, peers and vendors

Responsibilities

Serve as a point of contact for faculty, staff, and students for vehicle, meeting, and room scheduling, and reception duties.
Manage CEHT Listserv, scanning of documents, and mail distribution, shipping, and receiving.
Schedule, set up, and clean up for meetings and events in the conference room.
Maintain and serve as facilitator for office equipment, scheduling repairs and contract renewals.
Manage departmental vehicles usage log and maintenance.
Submit work requests for facility repairs and ensure work is completed.
Communicate requests or issues to housekeeping ensuring standards are met.
Manage keys to offices and labs, record distributions and returns, and scan signed documents to Asset Management.
Submit badge requests and building access for faculty, staff, students, and volunteers through myUFL.
Submit IT account requests, service requests, repairs, and quotes for purchase of new or replacement equipment.
Serve as proxy for faculty and staff, reconciling purchasing of equipment, lab supplies, and materials.
Submit quotes for POs for contracts and repairs, upload invoices and service reports.
Input follow-up communication for submitted quotes and resolve issues of back orders and approvals through the UF Marketplace.
Reconcile PCard purchases and submit POs and quotes through the OnBase system.
Assist the Administrative Specialist in fiscal operations, running reports through Enterprise Analytics, and managing Excel spreadsheets.
Assist with the implementation of organization changes and/or new accounting or clerical procedures.
Submit travel authorization, obtain receipts and supporting documents for expense reports, cash advances, and book travel arrangements.
Prepare reimbursements, obtain proper signatures, receipts, and ensure paperwork is sent to the VM Financial Services Office (FSO).
Track travel to its culmination and check travel categories of accounts for available funds.
Facilitate itinerary, travel arrangements, and accommodations for visiting faculty and faculty candidates.
Manage the CEHT and Physiological Sciences website using WordPress, ensuring links work and pages are current.
Upload images, announcements, and content updates to the website as directed.
Post updates for faculty, graduate students, and departmental committees.
Manage facility space allocation and room and desk assignment.
Prepare annual report by collecting information on building and room utilization.
Upload data into the Space Inventory and Allocation System (SPIN) program.
Assist with department seminars, professional meetings, and events.
Prepare announcements and facilitate the bi-weekly fall seminar series.
Book auditoriums, obtain information from guest speakers, and create promotion flyers.
Assist with catering orders, set up, and clean up for faculty or professional meetings.
Assist in the planning, coordinating, and set up and cleanup of Department events.
Perform other administrative duties, such as assisting at the VAB office location, preparing spreadsheets, and maintaining a database.