Administrative Support AST II

University of Florida•Gainesville, FL

6h•Onsite

About The Position

The Administrative Support AST II position provides comprehensive administrative and fiscal support for research, education, and outreach program activities. This role involves managing financial transactions, coordinating events, maintaining office operations, and serving as a liaison with various university units. The position requires strong organizational skills, attention to detail, and proficiency in various software applications.

Requirements

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Proficiency in Microsoft Outlook, Teams, Zoom, Excel, Word and PowerPoint is required.

Nice To Haves

Strong attention to detail and accuracy in supporting administrative and fiscal processes, including financial transactions, scheduling, and event coordination.
Comfortable managing multiple priorities, supporting program operations, and adapting to evolving needs.
Knowledge of project management tools (e.g., Monday.com, Microsoft Planner) is desired.
Familiarity with University of Florida systems and processes, including myUF Marketplace and UF GO is preferred.

Responsibilities

Drafts contracts, budgets, and reports with direction from supervisor.
Processes purchasing and financial transactions including receipts, invoices, expense reimbursements, PCard reconciliation, and purchase requisitions/orders.
Makes travel arrangements and processes reimbursements for students, staff, faculty, seminar and symposia speakers, and other invited guests.
Provides logistical support for research, education, and outreach program activities.
Coordinates event planning, scheduling, set-up, and on-site coordination for seminars, workshops, meetings, and other events.
Collects participant registrations, reserves rooms, manages catering orders, and handles audio-visual and IT needs for events.
Tracks event expenses and coordinates event billing and payment processes.
Assists with data collection and tracking for program evaluation, contributing to annual reports and monitoring participant engagement.
Provides general office support, including managing inventory, mail, and equipment.
Assists with tracking program activities using project management tools.
Serves as departmental liaison to the IT unit, facilities, and vendors.
Maintains office calendars and shared scheduling tools; supports meeting scheduling and logistics.
Coordinates onboarding processes for new staff, interns, and students.
Performs other duties as assigned.