Administrative Assistant II - UF Department of Health Education and Behavior

University of Florida•Gainesville, FL

2d•$25 - $26•Onsite

About The Position

The Administrative Assistant II supports faculty, students, and staff in the University of Florida Department of Health Education and Behavior by managing purchasing and travel transactions, serving as a liaison with vendors and university offices, assisting with property and asset processing, and supporting events and daily administrative operations. The position requires understanding UF funding sources and applying state and university policies and procedures to support responsible fiscal practices and an organized, cooperative work environment. It reports to the department Office Manager (Administrative Specialist II). The role administers departmental purchasing, including maintaining auditable documentation, reconciling p-cards, onboarding vendors, initiating purchase orders, reviewing invoices, obtaining budget approval, ordering supplies, requesting equipment and space service, recording voucher numbers, and assisting grant administrators with payments. It coordinates travel authorizations and reimbursements, maintains supporting records, enters travel into PeopleSoft, verifies reimbursements, and advises travelers on UF procedures and arrangements. Administrative support includes front-office coverage, greeting visitors, handling calls and inquiries, distributing mail and packages, running errands, maintaining supply inventory, performing clerical tasks, and assisting with departmental meetings, seminars, and events. The position also enters financial actuals into ledger files, assists with monthly reconciliations and expense corrections, processes deposits and journal entries, supports property and asset tracking, maintains the software inventory, and coordinates records retention in accordance with applicable requirements. The regular schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. Overtime may be required during peak fiscal periods or large events outside business hours. Expected pay is $24.90–$26.34 per hour, commensurate with education and experience.

Requirements

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

Nice To Haves

UF fiscal experience.
Knowledge of university policies and procedures for procurement, accounts payable, and travel.
Excellent time-management skills and ability to manage a wide variety of tasks.
Effective communication with a diverse group of people.
Ability to work independently and in a group setting.
Problem-solving ability, including organizing complex and unrelated information into workable terms.
Deadline-oriented with excellent organizational skills.

Responsibilities

Administer departmental purchasing and maintain auditable fiscal documentation.
Reconcile p-cards within university deadlines and enter p-card voucher numbers in accounting spreadsheets.
Work with vendors to complete forms for the UF vendor file and initiate purchase orders.
Collect packing slips, review invoices for accuracy, obtain budget approval, and ensure timely corrective action when needed.
Liaise with university offices and outside vendors on purchasing transactions.
Collect data to plan for budgetary needs and provide information about state contracts and state-certified minority businesses for controlled purchases.
Keep current with UF Procurement rules and regulations.
Order office supplies and purchases for department meetings and events, and initiate work orders for equipment and space service or repair.
Assist college grant administrators with payment processing and ensuring charges are allowable.
Coordinate travel authorizations and expense reimbursements for department personnel.
Maintain travel documentation, enter foreign and domestic travel authorizations in PeopleSoft before departure, and submit and verify expense reimbursements.
Educate travelers on UF travel policies and procedures and assist with travel arrangements, including for job candidates.
Provide front-office coverage; greet visitors; answer and route calls; respond to inquiries; take messages; and receive and distribute mail and packages.
Run on- and off-campus errands, maintain office supply inventory, and perform clerical tasks such as copying, faxing, and scanning.
Assist with planning, coordinating, and executing departmental meetings, seminars, and events.
Enter payroll, expenditure, budget transfer, and revenue actuals into HEB Ledger files.
Assist the Office Manager with monthly reconciliations and corrective expense transfer entries.
Process deposits and journal entries (ONL, E2E, and E2Rs) as directed by the Office Manager.
Assist with tracking, processing, distributing, and surveying property and assets.
Maintain an accurate accounting of the department’s software inventory.
Serve as the department’s records retention coordinator; work with UF Records Management on retention schedules and submit destruction requests.
Retain and destroy administrative records pursuant to the Florida Administrative Code and in coordination with administrative staff.
Maintain work-related files so required information can be retrieved by the incumbent and other administrative staff.
Attend on-campus meetings as needed, complete required training, and perform other duties assigned by the Office Manager or Department Chair.