Administrative Support AST II

University of Florida•Gainesville, FL

3d•$22 - $26•Onsite

About The Position

The Administrative Assistant II provides comprehensive fiscal, event planning, programmatic, and general office management support for the Water Institute. This role involves drafting contracts and budgets, processing financial transactions, coordinating event logistics, managing office inventory, serving as a liaison to various units, and assisting with onboarding processes. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Requirements

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

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).
Familiarity with University of Florida systems and processes, including myUF Marketplace and UF GO.

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 Water Institute seminars, workshops, meetings, and other events.
Tracks event expenses and coordinates event billing and payment processes.
Assists with data collection and tracking for program evaluation, including contributions to annual reports and monitoring participant engagement and program impact.
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 based on the needs of the unit.