Administrative Assistant Jobs in Raleigh, FL

About The Position

Requirements

• High school diploma or equivalent and four years of relevant experience.
• Ability to communicate effectively verbally and in writing and accurately interpret ideas, information, and needs.
• Ability to work constructively and collaboratively with a variety of individuals and groups.
• Ability to manage concurrent objectives, projects, and activities, and prioritize and allocate time effectively.
• Proficiency in moderately complex administrative functions, including serving as a resource on issues, policies, and procedures and contributing to process development.
• Ability to work with minimal supervision and take independent responsibility for office administration when the supervisor travels.
• Professional appearance and demeanor when serving as the public contact for the assigned office.

Nice To Haves

• Working knowledge of multi-line telephones, copiers, scanners, printers, and desktop computers.
• Intermediate-level proficiency with Microsoft Office, particularly Word and Excel.
• Ability to create fillable PDF forms.
• Intermediate mathematical skills.
• Experience at a university performing fiscal functions; working knowledge of PeopleSoft and myUF Marketplace; and understanding of university funding sources such as Foundation, State, auxiliary, grants, IDC, and residual funds.
• Knowledge of university administrative processes, computer database management, and record and file management.
• Experience planning, organizing, and coordinating work assignments to support efficiency and meet deadlines.

Responsibilities

• Initiate purchase orders in myUF Marketplace for supplies, equipment, services, and other needs.
• Use a UF Purchasing card to place orders outside the Marketplace; track purchases, prepare card forms, reconcile transactions in myUFL, and ensure compliance with university and granting-agency policies and available funding.
• Coordinate travel arrangements for faculty, postdoctoral associates, students, and visitors, and complete travel authorizations and expense reports.
• Coordinate international visitor processes, including DS-2019 applications, J-1 visa communications, documentation, visa extensions, and other changes as needed.
• Coordinate seminar and faculty-candidate visits, including schedules, meetings, meals, transportation, rooms, refreshments, reimbursements, and honoraria.
• Track graduate-student attendance at seminars each semester.
• Assist faculty with conference coordination, including publicity, registration, programming, volunteers, social events, reimbursements, honoraria, room bookings, youth compliance, and budgeting.
• Facilitate preparation and submission of research proposals, budgets, reports, correspondence, and related documents with faculty and research administrators.
• Assist with preparation and submission of scientific and technical manuscripts.
• Track faculty and graduate students’ funding sources, chartfields, and balances.
• Maintain shared office supplies and copy-machine arrangements; coordinate faculty activities, annual activity reports, committee meetings, mail, schedules, and meeting locations.
• Maintain the conference-room reservation calendar.
• Order and stock teaching materials and supplies; support graduate teaching assistants with course information and materials; copy course materials, print exams, and order textbooks.
• Communicate HR requests to the main office for processing, including requests for hires, terminations, job edits, and funding information.
• Assist faculty, the Director of Operations, and the Chemistry Human Resources Office with annual space allocation and effort reporting.
• Complete other duties as assigned.