Administrative Assistant I

University of Florida; Gainesville (FL); On-site; USD 26,000 - 29,000; Full time

Job summary

The University of Florida is seeking an Administrative Assistant I to provide essential faculty support in the ECE department. You will manage calendars, handle confidential information, and support meetings and events.

Responsibilities include writing and editing correspondence, organizing files and proposals, and assisting with travel planning and purchasing lab supplies. Strong MS Office skills and a proactive, discreet approach are required.

Qualifications

• High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
• Excellent customer service skills.
• Self-motivated.
• Effectively communicate with a diverse group of people.
• Managing multiple priorities.
• Ability to exercise and maintain confidential or sensitive information.
• Ability to plan, prioritize, and organize multiple tasks.
• Excellent computer skills and experience with Microsoft Office.

Responsibilities

• Provide administrative support to faculty (portfolio based) including maintaining confidential and sensitive information.
• Manage calendars, including the coordination and scheduling of meetings.
• Make copies of reports, brochures, pamphlets, and other materials.
• Write/edit correspondence; manage and organize paper and electronic files, databases; and distribute/collect correspondence, reports, and other information.
• Assist with meetings or event setup.
• Update research websites.
• Enter student appointment forms.
• Maintain/modify C&P and bio-sketch, and other proposal docs.
• Provide fiscal support to faculty (portfolio based).
• Manage travel arrangements, including booking flights, hotel and rental car reservations, and arrangements with agendas.
• Purchase lab supplies as needed.
• Oversee mail/package delivery for the ECE department.
• Create FedEx shipping labels.
• Schedule and arrange monthly Early Career faculty meetings.
• Perform front office clerical and reception tasks in the absence of the Front Desk Staff.
• Perform other duties, as assigned.

Skills

Customer service

Communication

Multitasking

Discretion / confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Classification Minimum Requirements

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

Classification Title

Administrative Assistant I

Classification Minimum Requirements

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

Job Description

Faculty Admin Support

• Provide administrative support to faculty (portfolio based) including maintaining confidential and sensitive information.
• Manage calendars, including the coordination and scheduling of meetings.
• Make copies of reports, brochures, pamphlets, and other materials.
• Write/edit correspondence; manage and organize paper and electronic files, databases; and distribute/collect correspondence, reports, and other information.
• Assist with meetings or event setup.

Research Support

• Update research websites.
• Enter student appointment forms.
• Maintain/modify C&P and bio-sketch, and other proposal docs.

Faculty Fiscal Support

• Provide fiscal support to faculty (portfolio based).
• Manage travel arrangements, including booking flights, hotel and rental car reservations, and arrangements with agendas.
• Purchase lab supplies as needed.

ECE HQ Admin Support

• Oversee mail/package delivery for the ECE department.
• Create FedEx shipping labels.
• Schedule and arrange monthly Early Career faculty meetings.
• Perform front office clerical and reception tasks in the absence of the Front Desk Staff such as greeting visitors, answering multiple phone lines, maintaining room calendars, purchasing supplies and assisting with copies, scanning, faxing, etc.

Perform other duties, as assigned

Expected Salary

$19.00-$21.00 per hour; 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

• Excellent customer service skills.
• Self-motivated
• Effectively communicate with a diverse group of people
• Managing Multiple Priorities
• Ability to exercise and maintain confidential or sensitive information.
• Ability to plan, prioritize, and organize multiple tasks.
• Excellent computer skills, and experience with Microsoft Office.

Health Assessment Required

No