Administrative Assistant II

University of Florida•Gainesville, FL

4d•$20 - $22•Onsite

About The Position

The Administrative Assistant II supports the administrative operations of the Department of Geography with a primary focus on fiscal, human resources, and some sponsored programs transactions. This position coordinates and prepares documentation, submits requests to centralized processing offices, tracks transactions through completion, maintains records, and assists with departmental administrative processes. The position also provides limited backup support for general office operations as needed.

Requirements

High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

Five or more years of relevant administrative experience.
Experience supporting fiscal, purchasing, travel, human resources, or sponsored-program activities.
Experience working in a university, governmental, or similarly complex organizational environment.
Experience using University of Florida administrative systems or comparable enterprise systems.
UF Pro3 certification or demonstrated completion of relevant professional-development coursework.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Strong attention to detail and ability to review information for accuracy and completeness.
Ability to communicate effectively, both verbally and in writing.
Ability to work collaboratively with faculty, staff, students, vendors, and centralized service offices.
Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.

Responsibilities

Coordinates departmental purchasing, travel, reimbursement, and expense-related activities in accordance with university, college, and funding-source requirements.
Initiates or prepares purchasing requests, requisitions, PCard documentation, travel authorizations, expense reports, and reimbursement requests for submission to the CLAS Shared Services Center, or CLAS Research Office, or other university systems (e.g. Concur UF GO).
Reviews submitted documentation for completeness, appropriate approvals, business purpose, funding information, and required supporting materials before routing requests for processing.
Maintains departmental records of purchases, travel, reimbursements, commitments, and other financial transactions.
Tracks submitted transactions and follows up with faculty, staff, vendors, the CLAS Shared Services Center, and the CLAS Research Office to resolve missing information or processing delays.
Assists the Administrative Specialist II with monitoring departmental expenditures, commitments, and available balances using university reporting systems and departmental tracking tools.
Supports the monthly review and reconciliation of non-sponsored accounts by researching transactions, identifying discrepancies, obtaining documentation, and coordinating corrections with the appropriate processing office.
Coordinates invoice-payment documentation and communicates with vendors and university offices regarding payment status.
Assists with departmental asset-management activities, including property identification, inventory verification, equipment transfers, surplus requests, and maintenance of related records.
Monitors departmental supplies and coordinates routine orders in consultation with the Administrative Specialist II.
Assists with the administration and tracking of course-related material and supply fees and equipment-use fees.
Provides departmental administrative support for sponsored projects after an award has been established, in coordination with the principal investigator, Administrative Specialist II, CLAS Research Office, and CLAS Shared Services Center.
Prepares and submits sponsored-project purchasing, travel, reimbursement, and other transaction requests to the appropriate college office for review and processing.
Assists with monitoring sponsored-project expenditures, commitments, payroll distributions, project periods, and available balances using university reports and departmental tracking tools.
Reviews sponsored-project transactions for appropriate supporting documentation and coordinates with the CLAS Research Office regarding questions involving allowability, allocation, funding, or project requirements.
Supports the monthly reconciliation of sponsored projects by researching transactions, obtaining documentation, and following up on outstanding or incorrectly posted items.
Coordinates administrative documentation related to project-funded appointments for faculty, staff, graduate assistants, and student employees.
Assists with monitoring payroll distributions associated with sponsored projects and submits requested changes or corrections to the appropriate processing office.
Maintains organized departmental records for sponsored-project transactions, appointments, and supporting documentation.
Provide administrative support for faculty, staff, graduate assistant, student, OPS, and adjunct appointments.
Draft appointment, reappointment, and related employment letters using approved templates.
Coordinate review and signature routing for appointment letters and submit completed documentation to CLAS Human Resources or the CLAS Shared Services Center, as appropriate.
Prepare and organize appointment information, funding details, supporting documents, and approvals required for personnel transactions.
Review departmental personnel and payroll information for discrepancies and coordinate corrections with the Administrative Specialist II and centralized offices.
Assist with monitoring appointment dates, funding distributions, compensation information, and required renewal or termination actions.
Support the preparation and monitoring of graduate assistant appointments, letters of appointment, stipend information, and tuition waivers.
Maintain personnel files and tracking records in accordance with university requirements.
Assist with onboarding and offboarding activities and provide administrative support for faculty personnel processes, including tenure and promotion and related reviews.
Maintain administrative calendars, records, files, tracking tools, and procedural documentation related to assigned responsibilities.
Serve as a departmental point of contact for questions involving purchasing, travel, reimbursements, sponsored-project transactions, and appointment documentation.
Respond to routine questions and refer complex matters to the appropriate office or administrator.
Coordinate work orders and service requests with UF Facilities Services, CLAS Information Technology, and other university offices.
Assist with key and access coordination, equipment records, office supply inventory, and other administrative needs.
Provide limited backup coverage for the department’s Academic Assistant by greeting visitors, answering the main office telephone, receiving and distributing mail, and directing inquiries when needed.
Support departmental meetings, events, projects, and other administrative initiatives as assigned.