Administrative Assistant II

University of Florida•Gainesville, FL

10d

About The Position

The Administrative Assistant II supports the Department of Chemistry through purchasing, travel and expense processing, visitor and seminar coordination, grant proposal and funds administration, office administration, and instructional support. The position initiates purchase orders through myUF Marketplace, uses a UF Purchasing card for purchases outside the Marketplace, tracks purchase status, reconciles card transactions, and verifies compliance with university and funding-agency policies and available funding. The role coordinates travel arrangements and completes travel authorizations and expense reports for faculty, staff, students, and visitors. For international visitors, duties may include coordinating DS-2019 applications, communicating about J-1 visa requirements, gathering and submitting required documents, and processing visa extensions or other changes with the relevant university offices. The position coordinates seminar and candidate visits, including schedules, meetings, meals, transportation, rooms, refreshments, reimbursements, honoraria, and graduate-student attendance records. It also assists faculty with local and remote conferences, including publicity, registration, programming, volunteers, social events, reimbursements, room bookings, youth compliance, and budgets. The Administrative Assistant II facilitates research proposal and report preparation and submission, supports scientific and technical manuscripts, and tracks faculty and graduate student funding sources and balances. Additional duties include maintaining office supplies and equipment, coordinating faculty activities and meetings, managing room reservations, supporting courses and teaching assistants, routing HR requests, and assisting with space allocation and effort reporting. Other duties may be assigned.

Requirements

High school diploma or equivalent and four years of relevant experience.
Ability to communicate effectively verbally and in writing and accurately interpret ideas, information, and needs.
Ability to work constructively and collaboratively with a variety of individuals and groups.
Ability to manage concurrent objectives, projects, and activities, and prioritize and allocate time effectively.
Proficiency in moderately complex administrative functions, including serving as a resource on issues, policies, and procedures and contributing to process development.
Ability to work with minimal supervision and take independent responsibility for 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.
Intermediate-level proficiency with Microsoft Office, particularly Word and Excel.
Ability to create fillable PDF forms.
Intermediate mathematical skills.
Experience at a university 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.
Knowledge of university administrative processes, computer database management, and record and file management.
Experience planning, organizing, and coordinating work assignments to support efficiency and meet deadlines.

Responsibilities

Initiate purchase orders in myUF Marketplace for supplies, equipment, services, and other needs.
Use a UF Purchasing card to place orders outside the Marketplace; track purchases, prepare card forms, reconcile transactions in myUFL, and ensure compliance with university and granting-agency policies and available funding.
Coordinate travel arrangements for faculty, postdoctoral associates, students, and visitors, and complete travel authorizations and expense reports.
Coordinate international visitor processes, including DS-2019 applications, J-1 visa communications, documentation, visa extensions, and other changes as needed.
Coordinate seminar and faculty-candidate visits, including schedules, meetings, meals, transportation, rooms, refreshments, reimbursements, and honoraria.
Track graduate-student attendance at seminars each semester.
Assist faculty with conference coordination, including publicity, registration, 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 with faculty and research administrators.
Assist with preparation and submission of scientific and technical manuscripts.
Track faculty and graduate students’ funding sources, chartfields, and balances.
Maintain shared office supplies and copy-machine arrangements; coordinate faculty activities, annual activity reports, committee meetings, mail, schedules, and meeting locations.
Maintain the conference-room reservation calendar.
Order and stock teaching materials and supplies; support graduate teaching assistants with course information and materials; copy course materials, print exams, and order textbooks.
Communicate HR requests to the main office for processing, including requests for hires, terminations, job edits, and funding information.
Assist faculty, the Director of Operations, and the Chemistry Human Resources Office with annual space allocation and effort reporting.
Complete other duties as assigned.