OPS Administrative Assistant II

University of Florida•Gainesville, FL

42d•Onsite

About The Position

The OPS Administrative Assistant II provides administrative, human resources, payroll, travel, fiscal, and space-inventory support for UF | Research. The position processes onboarding and employment changes, reviews time and labor for assigned departments, supports payroll actions, and assists with office operations. It also supports travel funding requests, coordinates space inventory activities, and maintains administrative records and services. The employee performs duties assigned by the Director of Human Resources based on daily operational needs, including scheduling, errands, reporting services or repairs, mail distribution, and special projects. The role is cross-trained to assist across office areas during peak workload periods. This position is located on the University of Florida’s Main Campus in Gainesville, Florida, and is not remote.

Requirements

High school diploma or equivalent and four years of relevant experience, or an equivalent combination of education and experience.
Applicants must provide a cover letter, resume, and list of professional references.
A criminal background check is required.

Nice To Haves

Bachelor’s degree.
Understanding of the necessity and value of accuracy and attention to detail, with the ability to process information accurately.
Effective communication skills.
Ability to manage multiple concurrent projects and prioritize assignments effectively.
Knowledge of and ability to use office support tools such as Excel spreadsheets, organization charts, and email.
Ability to work constructively and collaboratively with a variety of individuals.
Knowledge of office administration and ability to carry out ongoing office administration tasks effectively and efficiently in support of UF Research.
Ability to meet or exceed employee needs and provide excellent service directly or indirectly.
Ability to maintain confidentiality of entrusted information.
Ability to work effectively as part of a team.

Responsibilities

Assist with processing new hires, including posting positions, processing background checks, verifying pre-hire experience, and completing required paperwork in accordance with university, state, and federal regulations.
Process job edits, reclassifications, FTE changes, non-renewals, terminations, resignations, and leave cash-outs.
Maintain and track UF | Research positions, ensuring position descriptions and position numbers are correctly assigned and maintained.
Review timesheets, leave applications, and paylists for an assigned portfolio of departments on a bi-weekly basis.
Assist with leave calendars and applications and process payroll-related actions as needed.
Process and update payroll distributions, ensuring entries are accurate and supported by required documentation.
Assist with mail distribution and securing UF | Research offices when assigned.
Assist with travel authorizations, travel bookings, and expense reports as a point of contact for travel processing.
Review graduate student travel-fund and faculty conference-fund applications, verify eligibility, draft letters for the Vice President for Research’s approval, and distribute letters to applicants.
Perform duties assigned by the Director of Human Resources, including errands, scheduling, reporting services or repairs, mail distribution, and special projects.
Coordinate space inventory interviews with department staff and enter information into UF’s Space Inventory and Allocation System, ensuring departmental space is accurately coded and accounted for.
Maintain the online directory and calendars; reserve state vehicles; order supplies; authorize GatorOne IDs; and create UFIDs and affiliations for external researchers.
Cross-train and assist in all office areas during peak workload periods.
Perform other duties as assigned.