Administrative Assistant II

University of Florida•Gainesville, FL

5d•Onsite

About The Position

This position provides general and moderately complex administrative assistance to the Department Chair, Administrative Specialist, faculty, and staff. Responsibilities include handling office reception duties, scheduling conference rooms and vehicles, maintaining departmental paperwork, and serving as a resource for departmental issues, policies, and procedures. These tasks support the day-to-day operations of the University of Florida’s largest academic department in the College of Veterinary Medicine. The role also involves coordinating domestic and international travel for faculty, staff, and residents, verifying travel-reimbursement documents, and processing expense reports to keep expenditures within University guidelines. Additionally, the position acts as a liaison between the department/faculty and UF CVM travel, purchasing, and Pcard teams; processes vendor invoices in UF Marketplace; and assists faculty with financial database tasks. The role also includes receiving and distributing mail and packages, labeling faculty mailboxes, maintaining inventory of departmental supplies, and being responsible for the upkeep of multiple printers and state vehicles, including routine servicing and vendor liaison. The individual will follow written policies, seek clarification when needed, and provide insight into outdated or inefficient procedures to improve departmental operations.

Requirements

High school diploma or equivalent.
Four years of relevant experience.
Excellent communication, organization, and computer skills, including MS Office Suite.
Ability to work independently, maintain confidentiality, and exercise good judgment.
Willingness and ability to learn new tasks, be resourceful, and solve problems.
Professional interaction with faculty, staff, and visitors in person, by written communication, and on the phone.

Nice To Haves

Experience in UF Travel & Reimbursement system and financial databases.
Experience with UF purchasing and invoicing rules and processes.

Responsibilities

Coordinate domestic and international travel for faculty, staff, and residents.
Verify travel-reimbursement documents and process expense reports.
Act as liaison between the department/faculty and UF CVM travel, purchasing, and Pcard teams.
Process vendor invoices in UF Marketplace.
Assist faculty with financial database tasks.
Provide general and moderately complex administrative assistance.
Handle office reception duties.
Schedule conference rooms and vehicles.
Maintain departmental paperwork.
Serve as a resource for departmental issues, policies, and procedures.
Receive and distribute mail and packages.
Label faculty mailboxes.
Maintain inventory of departmental supplies.
Responsible for the upkeep of multiple printers and state vehicles, including routine servicing and vendor liaison.
Follow written policies, seek clarification when needed, and provide insight into outdated or inefficient procedures to improve departmental operations.