Administrative Support AST II

University of Florida•Gainesville, FL

9d•Onsite

About The Position

Performs confidential, routine, and non-routine administrative duties; provide reception services, schedule appointments, meetings, and travel, maintain various calendars, prepare and proofread correspondence, reports, and other documents prepared by a supervisor, organize and maintain paper and electronic filing systems, initiate recurring administrative processes, such as updating personnel information, coordinate projects, and assist in the completion of reports by researching and gathering required information and prepare reports. Attend meetings to take notes, produce minutes of meetings, and follow up assignments. Organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, collect requested data and materials as needed, route and track requests for signature; Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. As directed, routinely update, scan and purge office files and archives when necessary. Assists with employment processes by preparing position authorization forms and personnel action forms and monitoring their approval, monitoring and maintaining credential files of applicants, preparing master files for search committees, may assist in scheduling interviews, preparing correspondence to applicants, entering required information into the applicant database, and assisting with the onboarding of new employees to assure they are provided with the access , tools and information they need to begin their employment. Maintain office mail, department work orders, equipment inventory in Asset Management and in the computer/mobile device tracking system, and vehicle inventory. Compiles data, conducts research, performs independent analysis, and formulates recommendations on administrative matters. Answers and direct phone calls, take messages, and field/answer all routine and non-routine questions.; serves as a unit contact and liaison to, the public, and other university departments; Assists department employees with administrative questions and tasks. Prepare and maintain files for compliance reporting.

Requirements

High school diploma or equivalent
Four years of relevant experience
Class E Driver’s License

Nice To Haves

Ability to properly handle confidential personnel information
Strong organizational skills
Ability to meet deadlines
Ability to work independently
Problem-solving capabilities
Excellent written and verbal communication skills with the ability to communicate clearly and accurately
Ability to work independently and cooperatively as part of a team
Extensive word processing, spreadsheet development, data base and computer skills are necessary
Windows, MS Word, MS Excel, MS Outlook, MS PowerPoint, preferably Internet Explorer, and database software experience
Accuracy
Attention to detail
Customer service-oriented attitude

Responsibilities

Provide reception services
Schedule appointments, meetings, and travel
Maintain various calendars
Prepare and proofread correspondence, reports, and other documents
Organize and maintain paper and electronic filing systems
Initiate recurring administrative processes, such as updating personnel information
Coordinate projects
Assist in the completion of reports by researching and gathering required information
Prepare reports
Attend meetings to take notes
Produce minutes of meetings
Follow up on assignments
Organize and maintain a complex system of files and records, both physical and electronic material
Perform data entry
Collect requested data and materials as needed
Route and track requests for signature
Support purchasing requirements for department, researching items and obtaining price quotes
Enter information into university systems
Receive purchase orders
Maintain P-Card information
Routinely update, scan and purge office files and archives
Assist with employment processes by preparing position authorization forms and personnel action forms and monitoring their approval
Monitor and maintain credential files of applicants
Prepare master files for search committees
Assist in scheduling interviews
Prepare correspondence to applicants
Enter required information into the applicant database
Assist with the onboarding of new employees
Maintain office mail
Maintain department work orders
Maintain equipment inventory in Asset Management and in the computer/mobile device tracking system
Maintain vehicle inventory
Compile data
Conduct research
Perform independent analysis
Formulate recommendations on administrative matters
Answer and direct phone calls
Take messages
Field/answer all routine and non-routine questions
Serve as a unit contact and liaison to the public and other university departments
Assist department employees with administrative questions and tasks
Prepare and maintain files for compliance reporting