Administrative Assistant II

University of Florida•Gainesville, FL

12d•$53,000 - $55,000•Onsite

About The Position

This position provides comprehensive administrative support to the department, handling a wide range of tasks to ensure smooth operations. Key responsibilities include managing departmental communications, processing financial transactions, maintaining personnel records, coordinating onboarding for new staff, and supporting various departmental events and initiatives. The role also involves providing direct support to the Department Chair and assisting with academic support functions.

Requirements

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

Nice To Haves

People Soft training as required
Ability to handle telephone calls and in-person inquiries in a courteous and effective manner
Skilled in the operation of equipment
Knowledge of department and UF policies and regulations related to undergraduate advisement
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

Responsibilities

Provide administrative support to the department.
Answer incoming calls for the departmental main phone line.
Handle mail & FedEx shipments.
Assist with processing departmental invoices, purchase orders, and purchases through myUF Market, and PCard module.
Assist Office Manager with all department funding accounts.
Assist Office Manager with fiscal reports that are requested by the Department Chair and Dean’s Office.
Assist with monitoring inventory and purchase office supplies.
Assist with arranging catering for all department meetings and set up luncheons.
Assist with inputting job actions in ePAF in PeopleSoft for all permanent, visiting, adjunct, courtesy faculty, as well as staff, temporary OPS, and student assistant positions.
Maintain personnel files for each employee.
Oversee the processing of any international documents for faculty, staff, and students.
Manage onboarding process for new faculty and staff including new hire orientations, pertinent trainings and meetings.
Process disposals and surplus of assets.
Assist with the organization of special events as needed (e.g. Business of Sport Symposium, Speaker series).
Maintain and update information for academic advising and department events.
Support the UF Sports Analytics lab and the Associate Department Chair with any processing of hires, ordering materials, and equipment orders.
Support any center or institute hiring, and purchases and any other related expenses.
Process budget entries for noncredit certificates or other financial needs for the non-credit programs.
Monitor and troubleshoot student registrations in the non-credit programs.
Support the Department with ADA compliance monitoring.
Maintain website content and coordinate updates as needed.
Provide administrative support to the Department Chair.
Assist Department Chair with initiatives related to Department success (e.g., collect information from faculty for monthly newsletter, attend board meetings and keep minutes of the meeting, assist with annual events such as the Business of Sport Symposium and other travel related requests.
Answer and screen calls for the Department Chair (when absent).
Coordinate (book flights, hotels, registrations) and process Department Chair travel and any other related expenses the Department Chair incurs.
Keep and share minutes of all Department meetings or meetings organized by Chair.
Maintain information in a central location readily accessible for the Department Chair.
Responsible for obtaining the chair’s approval and signature on various documents and correspondence; properly organizes and routes such documents in a timely manner.
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 for faculty, staff, students, and invited guests.
Maintain submission forms that are current with the needs of the department, and provide instruction on 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 spreadsheet tracking expenses on departmental allotments.
Provide academic support for the department.
Assist students, parents, and guests in scheduling appointments with the Academic Advisors.
Support Chair, Academic Advisors, and Faculty on development of course scheduling each semester and obtain classrooms for courses.
Assist with the addition of new courses and sections as requested by the Department Chair and coordinate with the Registrar’s Office as needed.
Facilitate classroom changes as required.
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.
Other miscellaneous duties as requested by Office Manager and Department Chair.