Administrative Assistant I

University Of Florida; Gainesville (FL); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player seeks a dedicated Administrative Support Staff member to enhance the efficiency of operations at their Gainesville campus. This role involves a variety of administrative tasks, including managing communications, coordinating travel, and supporting faculty with course scheduling. Ideal candidates will possess strong organizational and communication skills, along with proficiency in Microsoft Office Suite. Join a dynamic team that values diversity and promotes a collaborative environment where your contributions will make a significant impact on the academic community. If you are detail-oriented and enjoy working in a vibrant educational setting, this opportunity is perfect for you.

Qualifications

• High school diploma and one year of relevant experience required.
• Knowledge of PeopleSoft and UF procedures preferred.

Responsibilities

• Serve as the primary public contact for the office and manage inquiries.
• Coordinate travel arrangements and maintain accurate expenditure records.
• Assist with administrative support tasks and maintain course schedules.

Skills

Oral Communication

Written Communication

Organizational Skills

Detail-oriented

Interpersonal Skills

Education

High School Diploma or Equivalent

Tools

Microsoft Office Suite

PeopleSoft

Job description

Apply now Job no: 534375
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 16320000 - LS-MATHEMATICS

Classification Title:

Job Description:

Administrative Duties

• Serve as the primary public contact for the office; greet visitors, students, and faculty; manage multi-line phone operations; and direct inquiries appropriately.
• Handle incoming and outgoing mail, ensuring proper labeling and distribution.
• Draft routine correspondence and complete administrative forms using Microsoft Office Suite.
• Maintain records of building maintenance complaints and submit work orders to the Physical Plant Division (PPD) for Little Hall and classrooms.
• Oversee and maintain department copy machines, including troubleshooting and requesting service.
• Lock and unlock department doors, including seminar rooms and other facilities.
• Manage check-in/check-out processes for department equipment, including laptops and projectors.
• Schedule reservations for seminar rooms and maintain reservation calendars.
• Arrange refreshments for departmental colloquiums, conferences, and special talks.

Academic Activities

• Assist with administrative support tasks such as copying and courier deliveries.
• Update the online course syllabus each semester following department guidelines.
• Process and maintain student teaching evaluations.
• Support faculty with textbook adoption processes via the University’s system and coordinate desk copy requests with publishers.
• Maintain records of loaned textbooks and complete teaching assignment cards with enrollment data.
• Coordinate course scheduling, including preparing and updating the schedule of courses and processing online changes as needed.
• Provide administrative support to the Undergraduate Coordinator, including assisting with enrollment, registration management, and advising material updates.
• Maintain faculty and teaching assistant schedule cards, including teaching assignments, office hours, and advising hours.

Fiscal Responsibilities

• Coordinate domestic and international travel arrangements, including estimating expenditures and preparing travel documentation.
• Process Travel Authorization Requests, arrange prepayment of fees, and submit reimbursement vouchers.
• Maintain accurate travel expenditure records for both state and grant accounts.
• Prepare OPS paperwork for departmental visitors, ensuring compliance with U.S. immigration and tax regulations.
• Assist the Administrative Specialist III with monthly account reconciliations for departmental, grant, and overhead accounts. Report discrepancies to the supervisor and department chair.

Other Duties

• Perform additional responsibilities as assigned by the supervisor.

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:

• Knowledge of PeopleSoft and UF procedures and regulations.
• Excellent oral and written communication skills.
• Strong organizational skills with the ability to meet deadlines.
• Detail-oriented and able to work independently.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word).
• Familiarity with FERPA regulations and the confidentiality of student records.
• Effective interpersonal skills for working with diverse groups across the university.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required:

No.

Advertised: 06 Jan 2025 Eastern Standard Time
Applications close: 18 Feb 2025 Eastern Standard Time

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.