Administrative Assistant I

Recent Jobs; Gainesville (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

The University of Florida campus in Gainesville seeks an Administrative Assistant I to support daily operations, travel bookings, reimbursements, and calendar management for lecture and conference spaces.

The role requires a high school diploma and one year of related experience, with strong MS Office skills, solid communication, and the ability to build relationships. A background check is required.

Qualifications

• High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
• Experience with UF financial systems and PeopleSoft preferred.
• Proficient in MS Word, Excel, and PowerPoint.
• Strong written and oral communication skills.
• Able to build strong working relationships.

Responsibilities

• Provide daily operations support including fiscal processing, travel booking, and reimbursements.
• Manage AIIRI email and inquiries from the website form, phone, and staff.
• Handle space, supplier contracts, calendar management for lecture and conference rooms.
• Assist in event coordination, catering, and editing emails, newsletters, and ads.
• Support director and Administrative Assistant III as needed.

Skills

Strong communication skills

Teamwork

Attention to detail

Education

High School Diploma or Equivalent

Tools

MS Office (Word, Excel, PowerPoint)

PeopleSoft

Job description

Administrative Assistant I

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

Classification Minimum Requirements

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

Job Description

Daily operations support through: fiscal processing, assist with director and assistant director travel booking and processing reimbursement, manage AIIRI email and inquiries made through website form, phone, supply inventory and ordering, maintain office filing systems, interacting with vendors and or service providers for space or service contracts, space maintenance, greeting/guiding visitors to the space, lecture room and conference room calendar management. Assist in event coordination. From space reservations, catering coordination, drafting and assist in editing email, newsletters, and event advertisements, guest travel scheduling/booking, and processing reimbursements. Other special projects as needed by AIIRI Administrative Assistant III or AIIRI Director. This is not a remote position and is located on the University of Florida main campus in Gainesville, FL.

Expected Salary

Commensurate with Education and Experience.

Required Qualifications

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

Preferred

• Preferred Experience with UF financial systems and PeopleSoft.
• Strong knowledge of MS-Office, particularly Word, Excel, and Power Point.
• Strong communication skills both written and oral.
• Able to build strong working relationships with others.

Background Check

A criminal background check is required.

Veteran Preference

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.

Health Assessment Required

No

Advertised: 06 Oct 2026 Eastern Daylight Time

Applications close: 13 Oct 2026 Eastern Daylight Time