Administrative Assistant II

University of Florida•Gainesville, FL

13d

About The Position

The Administrative Assistant II serves as a primary point of contact for faculty, staff, and students, managing vehicle, meeting, and room scheduling, as well as reception duties. This role involves managing the CEHT Listserv, scanning documents, handling mail distribution, shipping, and receiving. The position is responsible for the scheduling, setup, and cleanup of meetings and events in the conference room, and for maintaining office equipment, scheduling repairs, and managing contract renewals. Additionally, the Administrative Assistant II is responsible for the departmental vehicles usage log and maintenance, submitting work requests for facility repairs, and ensuring work completion. This role also involves communicating requests or issues to housekeeping to ensure standards are met, managing office and lab keys, recording distributions and returns, and scanning signed documents to Asset Management. The position submits badge requests and building access for faculty, staff, students, and volunteers through myUFL, and is responsible for submitting IT account requests, service requests, repairs, and quotes for new or replacement equipment for Physio faculty, staff, and students. The role also includes other related duties as deemed appropriate by the supervisor. This position also serves as a proxy for faculty and staff in reconciling the purchasing of equipment, lab supplies, and materials. It involves submitting quotes for POs for contracts and repairs, uploading invoices and service reports, and inputting follow-up communication for submitted quotes. The role resolves issues related to back orders and approvals for delivered products through the UF Marketplace, reconciles PCard purchases, and submits POs and quotes through the OnBase system. The Administrative Assistant II assists the Administrative Specialist in the fiscal operations of the Department, running reports through Enterprise Analytics, and exporting/importing Excel spreadsheets and/or other account management systems. This role assists with the implementation of organizational changes and/or new accounting or clerical procedures, in consultation with the Administrative Specialist. Furthermore, the Administrative Assistant II is responsible for submitting travel authorizations, obtaining receipts and supporting documents for expense reports, cash advances, and booking flights, accommodations, and rental cars in the UFGO system. This role prepares reimbursements, obtains proper signatures and receipts, and ensures appropriate paperwork is sent to the VM Financial Services Office (FSO), tracking travel to its conclusion. The position checks travel categories of accounts for available funds and confers with the appropriate FSO accountant if funds are insufficient. It also assists with travel arrangements as needed and facilitates itineraries, travel arrangements, and accommodations for visiting faculty and faculty candidates. The role includes Website Management with WordPress, specifically managing the CEHT and Physiological Sciences website, ensuring all links are functional and web pages are current. This involves requesting monthly updates from the CEHT or Physiological Science Department, uploading images, announcements, and content updates per faculty direction, and posting updates for faculty, graduate students, and departmental committees. The Administrative Assistant II manages facility space allocation and room and desk assignments, and prepares the annual report by collecting information from faculty and staff on building and room utilization. This involves uploading data into the Space Inventory and Allocation System (SPIN) program during the annual reporting period. This position also assists with Department seminars, professional meetings, and events. It involves meeting with the GA coordinator, preparing announcements, and facilitating the bi-weekly fall seminar series. The role includes booking auditoriums, obtaining information from guest speakers, creating guest speaker promotion flyers using Microsoft Publisher, assisting with catering orders, and performing setup and cleanup for faculty or professional meetings when refreshments are provided. The Administrative Assistant II assists in the planning, coordinating, and setup/cleanup of Department events. Additional administrative duties include assisting at the VAB office location, preparing various spreadsheets, and maintaining a database of related activities as outlined in the position description.

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, 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, schedule repairs, and manage 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 to ensure standards are met.
Manage keys to offices and labs, record distributions and returns.
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 & staff, reconciling purchasing of equipment, lab supplies & materials.
Submit quotes for POs for contracts & repairs, upload invoices & service reports.
Input follow-up communication for submitted quotes.
Resolve issues of back orders & approvals for delivered products through the UF Marketplace.
Reconcile PCard purchases, submit POs & quotes through OnBase system.
Assist the Administrative Specialist in fiscal operation of Department, running reports through Enterprise Analytics, exporting & importing Excel spreadsheets and/or any other account management system.
Assist with the implementation of any organization changes and/or new accounting or clerical procedures.
Submit travel authorization, obtain receipts and supporting documents for expense reports, cash advances.
Book flights, accommodations & rental cars in the booking tool in the UFGO system.
Prepare reimbursements, obtain proper signatures, receipts, and ensure appropriate paperwork is sent to the VM Financial Services Office (FSO).
Track travel to its culmination.
Check travel categories of accounts to make sure appropriate funds are available and confer with appropriate FSO accountant if there are insufficient funds.
Assist with travel arrangements as needed.
Facilitate itinerary, travel arrangements & accommodations for visiting faculty & faculty candidates.
Manage the CEHT and Physiological Sciences website using WordPress, ensuring all links work and web pages are current.
Request monthly updates from CEHT or Physiological Science Department for website content.
Upload images, announcements, and content updates per faculty direction.
Post updates for faculty, graduate students, and departmental committees on the website.
Manage facility space allocation and room and desk assignment.
Prepare annual report by collecting information from faculty and staff on building and room utilization.
Upload data into the Space Inventory and Allocation System (SPIN) program during annual reporting period.
Assist with Department seminars, professional meetings, and events.
Meet with GA coordinator, prepare announcements and facilitate the bi-weekly fall seminar series.
Book auditorium, obtain information from guest speaker, create guest speaker promotion flyer using Microsoft Publisher.
Assist with catering orders, set up and clean up for faculty or professional meetings when refreshments are provided.
Assist in the planning, coordinating, and the set up and cleanup of Department events.
Perform other administrative duties such as assisting at the VAB office location.
Prepare various spreadsheets and maintain a database of related activities.