Administrative Assistant II

University of Florida•Gainesville, FL

About The Position

This position provides general and moderately complex administrative assistance to the Department Chair, Administrative Specialist, faculty, and staff within the University of Florida’s largest academic department in the College of Veterinary Medicine. Responsibilities include coordinating domestic and international travel, processing expense reports and vendor invoices, managing office reception, scheduling, maintaining departmental paperwork, and serving as a resource for departmental issues, policies, and procedures. The role also involves handling mail and packages, maintaining supply inventory, and overseeing the upkeep of printers and state vehicles. Additionally, the position requires interpreting and improving departmental policies and procedures.

Requirements

High school diploma or equivalent
Four years of relevant experience

Nice To Haves

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

Responsibilities

Coordinates domestic and international travel for faculty, staff, and residents.
Verifies travel-reimbursement documents and processes expense reports.
Processes vendor invoices in UF Marketplace.
Acts as liaison between the department/faculty and UF CVM travel, purchasing, and Pcard teams.
Assists faculty with financial database tasks.
Handles office reception duties.
Schedules conference rooms and vehicles.
Maintains departmental paperwork.
Serves as a resource for departmental issues, policies, and procedures.
Receives and distributes mail and packages.
Labels faculty mailboxes.
Maintains inventory of departmental supplies.
Responsible for the upkeep of multiple printers and state vehicles, including routine servicing and vendor liaison.
Follows written policies, seeks clarification when needed, and provides insight into outdated or inefficient procedures to improve departmental operations.