Administrative Assistant II - UF Department of Health Education and Behavior

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The Administrative Assistant II supports faculty, students, and staff with purchasing and travel transactions for the UF Department of Health Education and Behavior. The position serves as a liaison with vendors, guests, and UF Disbursements, Procurement, and Travel offices; assists with property and asset processing; and consults with the Department Chair and Office Manager on policies and procedures related to purchasing, p-cards, travel, and department operations. The role also supports departmental events and daily administrative functions. It requires understanding the department’s varied funding sources and applying relevant state and university policies and procedures to support responsible fiscal practices and an organized, cooperative work environment. The position reports to the department Office Manager (Administrative Specialist II). The role administers department purchasing, including maintaining auditable documentation, reconciling p-cards, coordinating vendor setup, initiating purchase orders, reviewing invoices, obtaining budget approval, tracking budget needs, and supporting procurement transactions. It coordinates travel authorizations and expense reimbursements, maintains documentation, and assists travelers with policies and arrangements. Administrative support includes front-office coverage, visitor and phone assistance, mail and package distribution, errands, supply inventory, clerical work, and planning and execution of departmental meetings, seminars, and events. The position also enters payroll, expenditure, budget transfer, and revenue actuals in department ledger files; assists with monthly reconciliations and expense corrections; processes deposits and journal entries as directed; assists with property and asset tracking and software inventory; and coordinates records retention in accordance with applicable schedules and requirements. Other duties are assigned by the Office Manager and/or Department Chair. The employee will attend on-campus meetings as needed and keep current with required training. The regular schedule is Monday through Friday, 8:00 AM to 5:00 PM. Overtime may be required during peak fiscal periods, such as fiscal year-end, or when the department hosts a large event 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.
Excellent time-management skills to manage a wide variety of tasks.
Effective communication skills with a diverse group of people.
Ability to work independently and in a group setting.
Problem-solving ability and capacity to organize complex and unrelated information into workable terms.
Deadline-oriented approach and excellent organizational skills.

Nice To Haves

UF fiscal experience.
Knowledge of university policies and procedures for procurement, accounts payable, and travel.

Responsibilities

Administer departmental purchasing, including maintaining auditable fiscal documentation, reconciling p-cards, coordinating vendor setup, initiating purchase orders, collecting packing slips, reviewing invoices, and obtaining budget approval before payment processing.
Serve as a liaison in purchasing transactions with the university and outside vendors.
Collect information to plan for upcoming budget needs and provide information about state contracts and state-certified minority businesses for controlled purchases.
Keep current with UF Procurement rules and regulations; ensure invoice corrections are completed promptly.
Initiate office supply and event purchases and submit work order requests for equipment or space service and repair.
Post p-card voucher numbers into accounting spreadsheets and assist college grant administrators with payments and allowable-charge checks.
Coordinate department travel authorizations and expense reimbursements, maintain supporting documentation, enter authorizations for foreign and domestic travel in PeopleSoft before departure, and verify timely and accurate reimbursement processing.
Educate travelers about travel requirements and assist with travel arrangements, including arrangements for job candidates.
Provide front-office coverage; greet visitors; answer and route calls; respond to inquiries; take messages; receive and distribute mail and packages; run on- and off-campus errands; and maintain office supply inventory.
Assist with planning, coordinating, and executing departmental meetings, seminars, and events, including Coffee & Conversation, Brown Bag Seminars, the HEB Spring Awards Ceremony, and DK Stanley Day.
Perform clerical and secretarial work such as copying, faxing, and scanning.
Enter payroll, expenditure, budget transfer, and revenue actuals into HEB Ledger files; assist with monthly reconciliations and correctional 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, and maintain an accurate software inventory.
Serve as the department records retention coordinator; coordinate retention schedules with UF Records Management, submit destruction requests, and retain or destroy administrative records according to applicable requirements.
Maintain work-related files so information can be retrieved by the incumbent and other administrative staff.
Complete other duties assigned by the Office Manager and/or Department Chair, attend on-campus meetings as needed, and keep abreast of required training.