Administrative Assistant II

University of Florida • Gainesville, FL

4d

About The Position

The Administrative Assistant II provides support to faculty and staff in the Department of Medicinal Chemistry in the College of Pharmacy. The position requires managing multiple tasks and communicating professionally and effectively with faculty, staff, and students. The employee is expected to work independently with minimal supervision, take initiative, pay close attention to detail, and take ownership of responsibilities.

The role supports academic and research activities, including graduate trainee and event logistics, department seminars, professional relationships with agencies and collaborators, faculty publishing needs, volunteer and research scholar tracking, and hosting speakers and research events. It also supports department operations, including records and files, ordering and package handling, mail distribution, key management, PCard reconciliation, scheduling for the MC Chair, phone calls, budgets and expenses, employee and volunteer setup, travel, procurement, accounts payable, and department and center webpages and newsletters. The employee serves as backup for other administrative support staff and performs miscellaneous duties as assigned.

Requirements

• High school diploma or equivalent and four years of relevant experience, or an equivalent combination of education and experience.
• Professionalism and effective communication when interacting with faculty, staff, and students.
• Ability to work independently with minimal supervision.
• Proactive approach to assignments, attention to detail, and ownership of responsibilities.

Nice To Haves

• Excellent computer processing skills and attention to detail.
• Excellent Excel and Word skills.
• Excellent financial management skills.
• Excellent verbal and written communication skills.
• Excellent organizational skills.

Responsibilities

• Work with the graduate coordinator to support trainees, graduate events, and related logistics.
• Provide logistical support for department seminars in coordination with the seminar coordinator.
• Develop and maintain professional relationships with agencies, collaborators, donors, and companies.
• Assist faculty with publishing needs.
• Help track volunteers and research scholars.
• Host speakers and support research events, including CNPD3 symposia and center seminars.
• Maintain departmental files and records.
• Handle ordering-related activities, including packing slips and assigning orders to specific accounts.
• Receive packages and prepare them for pickup, including FedEx and Fisher shipments.
• Distribute mail and deliver packages.
• Manage departmental keys.
• Assist with the PCard reconciliation process.
• Maintain the calendar and schedule appointments and meetings for the MC Chair.
• Answer and make phone calls.
• Assist in developing and monitoring annual operating budgets and expenses.
• Work with SSC HR on new-hire, employee, and volunteer setup.
• Process department travel, procurement, and accounts payable transactions.
• Maintain department and center webpages and newsletters.
• Serve as backup for other administrative support staff.
• Perform miscellaneous duties as assigned.

Benefits

• Health insurance through state-sponsored benefits programs for individuals, families, and domestic partners, with voluntary insurance options including vision, dental, and long-term disability.
• Eligible OPS employees may receive state benefits if their FTE is 0.75 (30 hours per week) or greater.
• A mandatory FICA Alternative Plan retirement savings plan for eligible OPS employees, with voluntary participation available in other retirement savings plans.
• Paid leave plan.
• Access to a sick-leave pool.
• Maternity and paternity leave.
• Leave payouts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED