Administrative Assistant II

University of Florida • Gainesville, FL

8d • $22

About The Position

Coordinates Pcard charges, reimbursements, and Travel in UF’s system. Tasks may include creating a Travel Authorization, making reservations, assessing transportation needs and other arrangements as needed, collecting required documentation, preparing and resolving issues with Expense Reports, processing student reimbursements, etc. Assists with acquiring and renewing software, subscriptions, data, service agreements, etc. for the WCB. Duties include but are not limited to collaborating with WCB faculty/staff and suppliers to ensure compliance with UF security and privacy requirements (IRM), acting as the liaison between the supplier and UF’s Procurement office to obtain an executed agreement, compiling and maintaining all required documentation, ensuring active supplier information in UF’s system, and completing purchasing steps to ensure payment. Assists with the payment of college items and all unit needs supported by ITO. Tasks may include, but are not limited to, processing invoices, following up on delayed items, resolving delivery issues, etc. Assists with supporting the Print & Mail Shop Manager during heavy workload periods. Tasks include but are not limited: providing photocopying services to the college, assisting with large projects, processing exam scantrons, receiving packages, distributing mail, etc. Assists with the college’s Asset Management. Duties include but are not limited to ensuring all new qualifying items are processed, assistance with requests to dispose of IT-related devices, assisting with the annual accounting for the college’s inventory, staying current on new requirements, etc. Other tasks as assigned by supervisor. The ideal candidate is expected to function independently, meeting with the supervisor to set priorities and resolve problems as needed. Work schedule: Monday – Friday 8:00 a.m. to 5:00 p.m. Schedule may vary depending on time-restricted projects, and office needs to meet project deadlines. Expected Salary: 22.00/HR

Requirements

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

Nice To Haves

• Knowledge of PeopleSoft modules is a plus
• Ability to plan, organize, and coordinate work assignments
• Knowledge of UF’s purchasing procedures and basic accounting concepts
• Knowledge of office procedures
• Ability to determine work priorities
• Ability to establish and maintain effective work relationships

Responsibilities

• Coordinates Pcard charges, reimbursements, and Travel in UF’s system.
• Assists with acquiring and renewing software, subscriptions, data, service agreements, etc. for the WCB.
• Assists with the payment of college items and all unit needs supported by ITO.
• Assists with supporting the Print & Mail Shop Manager during heavy workload periods.
• Assists with the college’s Asset Management.
• Other tasks as assigned by supervisor.

What This Job Offers

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