Administrative Assistant III

University of Florida•Gainesville, FL

6d•$24

About The Position

Processes purchases for ITSP and supported units including IT-related orders for the college. The duties include but are not limited to: submitting carts into the requisition workflow; working with the college’s technicians to resolve quote issues; acting as the liaison between suppliers and the college to resolve order issues, returns, backorders, etc.; ensuring the proper documentation is collected, saved, and attached to the appropriate places in a timely manner; tracking and informing delivery status; etc., per UF and ITO directives and procedures. Assists with academic tasks. Duties may include: processing student payment charges; posting student payment charges; ensuring accurate reporting for student printing; paying sales tax; routinely verifying student status semesterly and yearly; etc. Updating documentation and procedures for review and approval, determining and tracking process updates, alerting the team when a process is overdue for reassessing, ensuring operations of the department flow seamlessly, etc. Assists the Print Shop Manager with matters such as being the primary backup coverage for vacation/sick leave, providing photocopying services to the college, receiving items from couriers, assisting with inventory and survey, being actively involved with ongoing tasks and duties, etc. Coordinates domestic and international travel arrangements, and non-travel reimbursements for staff in multiple areas. Tasks may include completing registrations, making hotel reservations, scheduling flights, reserving transportation, completing the appropriate steps before the event, assisting and submitting Travel Requests and Expense Reports in UFGO system, etc., per UF and ITO directives and procedures. Assists the ITO Manager and team with projects and other tasks. Manages matters related to facility issues reported by staff in multiple areas. Some of the activities are reporting the matter to the appropriate area, acting as the liaison, ensuring the work is completed promptly, yearly Space Reporting, etc. 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.

Requirements

High school diploma or equivalent and seven years of appropriate experience or an equivalent combination of education and experience.
Ability to plan, organize, and coordinate work assignments
Ability to type accurately and quickly
Ability to determine work priorities and communicate commitments
Ability to establish and maintain effective work relationships

Nice To Haves

Knowledge of budgeting principles, use of account codes, and application of funds
Knowledge of the UF ERP system
Knowledge of Microsoft Excel
Knowledge of purchasing procedures (UF preferred), or general procurement directives

Responsibilities

Processes purchases for ITSP and supported units including IT-related orders for the college.
Assists with academic tasks.
Updating documentation and procedures for review and approval, determining and tracking process updates, alerting the team when a process is overdue for reassessing, ensuring operations of the department flow seamlessly, etc.
Assists the Print Shop Manager with matters such as being the primary backup coverage for vacation/sick leave, providing photocopying services to the college, receiving items from couriers, assisting with inventory and survey, being actively involved with ongoing tasks and duties, etc.
Coordinates domestic and international travel arrangements, and non-travel reimbursements for staff in multiple areas.
Assists the ITO Manager and team with projects and other tasks.
Manages matters related to facility issues reported by staff in multiple areas.

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