Administrative Assistant I - Front Desk & Office Operations

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

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