Administrative Assistant I

University of Florida; Gainesville (FL); On-site; USD 28,000 - 29,000; Full time

Job summary

The University of Florida is seeking an Administrative Support Assistant to provide front desk and general administrative support on the Gainesville campus. You will greet visitors, handle mail and packages, manage keys and access, assist with supplies and calendars, and help with documentation, events, and travel arrangements.

Responsibilities include supporting the Chair’s Assistant, handling confidential information per FERPA, and performing various clerical tasks to ensure efficient

Qualifications

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

Responsibilities

• Front desk/reception duties: answer phones and greet students, faculty, and visitors.
• Distribute daily mail and assist with packages via USPS, FedEx, and UPS; scan packing lists.
• Monitor keys and after-hours access; log keys issued and returned.
• Assist with ordering office supplies for faculty and staff.
• Manage calendars for conference and seminar rooms allocated to ISE.
• Maintain tidiness of main office, conference room, mail room, and break room; secure doors and lights at end of day.
• Maintain and update the faculty and staff directory; submit facilities work orders.
• Support scheduling for meetings on the Chair’s calendar; backup for the CAA.
• Assist with signatures on faculty evaluations and other documents.
• Print exams and posters; assist with photocopies, stapling, pocket folders, and shredding; FERPA compliance.
• Plan department events: book rooms, contact vendors, arrange materials, set up and break down.
• Arrange itineraries for seminars/guest speakers, travel lodging, and dinner reservations.
• Process travel and procurement for departmental activities; assist with reimbursements.
• Perform other duties as assigned by supervisor.

Skills

Customer service

Microsoft Office

Communication

Confidential information handling

Education

High school diploma or equivalent

Job description

Job no: 541942
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 19060000 - EG-INDUSTRIAL - SYSTEMS ENG

Classification Title:

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

Job Description:

Front desk/reception duties, including: answering the phones, greeting students,
faculty, and visitors to ISE. When the mail is delivered every day, this position distributes
the mail to the appropriate mailboxes. This position is also responsible for assisting faculty
and staff sending and receiving packages via USPS, FedEx, and UPS, which includes
opening the delivered packages, alerting appropriate parties, and scanning packing lists
for the fiscal team. The Administrative Support Assistant monitors allocation of keys and
after-hours access for faculty, staff and ISE student assistants including logging keys
issued and returned. This position will assist with ordering office supplies, including items
for faculty and staff (not stored in main office). This position assists in managing calendars
for conference and seminar rooms that are allocated to ISE. At the end of the day this
position is responsible for the tidiness of the main office, main conference room, mail
room, and break room as well as closing the main office, making sure all doors are locked
and secured and all lights are off. This position maintains and updates the faculty and staff
directory. This position submits facilities work order requests.

General administrative duties, including:

will support the Chair’s Administrative
Assistant (CAA) and serve as backup to CAA in scheduling meetings on ISE Chair’s
calendar. The incumbent will assist with obtaining signatures on yearly faculty evaluations
and on other documents. This position will assist faculty with tasks such as making
photocopies, stapling documents, pocket folder creation, and shredding. This position will
also print exams, posters (using large format plotter) and other needed items for faculty,
staff, and students. The Administrative Assistant must maintain confidential and sensitive
information in written and verbal communications, including adhering to FERPA and
standards of professional practice. This position assists with planning department events,
including booking rooms, finding, and contacting food vendors, obtaining needed
materials, setting up and breaking-down events. This position will assist with seminar and
guest speakers in arranging itinerary, travel lodging, and dinner reservations.

General fiscal duties:

Assist with travel processing and procurement for departmental
student activities, such as Senior Design travel and ISE Student Organizationprocurement needs as well as assist with processing faculty employee reimbursements, as well as other fiscal assistance as requested by the Director of Administrative Services.

Academic Advising Assistance:

Support documentation, online organization, and
communication for undergraduate academic advising.

Perform other duties as assigned by supervisor.

$20.00-$21.00; 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:

• Ability to consistently interact in cordial and professional manner with faculty, staff, students, and guests.
• Ability to function under stressful circumstances and determine priorities to meet required deadlines.
• Excellent customer service skills.
• Ability to exercise and maintain confidential or sensitive information.
• Excellent computer skills, and experience with Microsoft Office.
• Willingness to learn and be flexible.

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

Health Assessment Required:

Health Assessment Required: No

Advertised: 06 Nov 2026 Eastern Standard Time
Applications close: 20 Nov 2026 Eastern Standard Time

The University of Florida is an Equal Employment Opportunity Employer.

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