Administrative Assistant II

Inside Higher Ed; Gainesville (FL); On-site; USD 34,440 - 35,817; Full time

Job summary

A university administrative office is seeking an Administrative Assistant II to provide comprehensive support to faculty and staff. Responsibilities include handling communications, managing inventory, and overseeing fiscal processes. The ideal candidate will hold a high school diploma and have at least four years of relevant experience. This full-time position offers an hourly wage of $25-26 based on qualifications and experience, and applicants are required to submit a cover letter and resume.

Qualifications

• High school diploma or equivalent and four years of relevant experience or equivalent education and experience.
• Strong skills in handling telephone calls and in-person inquiries.
• Ability to evaluate situations and make informed decisions.

Responsibilities

• Provide administrative support to the department.
• Handle mail and shipments, process invoices and purchases.
• Manage onboarding processes for new faculty and staff.

Skills

Telephone etiquette

Equipment operation skills

Knowledge of office procedures

Effective decision-making

Interpersonal relations

Education

High school diploma or equivalent

Tools

PeopleSoft

Job description

Job No: 539214

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 26040100 - HH-SPM ADMIN-INSTRUCTION

Classification Title

Administrative Assistant II

Classification Minimum Requirements

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Responsibilities

• Provide administrative support to the department.
• Answer incoming calls for the departmental main phone line.
• Handle mail & FedEx shipments.
• Assist with processing departmental invoices, purchase orders, and purchases through myUF Market and PCard module.
• Assist Office Manager with all department funding accounts and fiscal reports requested by the Department Chair and Dean's Office.
• Assist with monitoring inventory and purchasing office supplies.
• Arrange catering for all department meetings and set up luncheons.
• Input job actions in ePAF in PeopleSoft for all permanent, visiting, adjunct, courtesy faculty, staff, temporary OPS, and student assistant positions and maintain personnel files.
• Oversee processing of any international documents for faculty, staff, and students.
• Manage onboarding process for new faculty and staff, including new hire orientations, pertinent trainings, and meetings.
• Process disposals and surplus of assets.
• Assist with organization of special events as needed (e.g., Business of Sport Symposium, Speaker series).
• Maintain and update information for academic advising and department events.
• Support the UF Sports Analytics lab and the Associate Department Chair with processing hires, ordering materials, equipment, and other related expenses.
• Process budget entries for noncredit certificates or other financial needs for non-credit programs.
• Monitor and troubleshoot student registrations in non-credit programs.
• Support the Department with ADA compliance monitoring.
• Maintain website content and coordinate updates as needed.
• Assist Department Chair with initiatives related to department success (e.g., collect information for monthly newsletter, attend board meetings and keep minutes, facilitate annual events like Business of Sport Symposium).
• Answer and screen calls for the Department Chair when absent.
• Coordinate travel bookings (flights, hotels, registrations) and process travel expenses for the Department Chair.
• Keep and share minutes of all Department meetings organized by Chair.
• Obtain chair's approval and signature on various documents and correspondence, and organize and route them timely.
• Initiate and process department travel authorizations and purchasing related to research expenses or other categories for faculty, staff, students, and invited guests.
• Maintain submission forms and provide instruction on processes of authorizations and expense reports.
• Verify funds are available for travel expenses and reimbursements through various funding sources.
• Keep current on UF policies and regulations related to travel and other fiscal duties and maintain department spreadsheet tracking expenses on departmental allotments.
• Assist students, parents, and guests in scheduling appointments with Academic Advisors; support Chair, Academic Advisors, and Faculty on course scheduling each semester, obtaining classrooms, coordinating with the Registrar's Office, facilitating classroom changes, scheduling spring/summer/fall course offerings, departmental textbook adoptions, semester faculty teaching evaluations, and indirect cost space allocation report.
• Assist the Director of Engaged Learning and Outreach and the Internship Coordinator with their programmatic needs.
• Other miscellaneous duties as requested by Office Manager and Department Chair.

Expected Salary

$25-26 per hour; commensurate with qualifications and experience.

Required Qualifications

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred Skills

PeopleSoft training as required; ability to handle telephone calls and in-person inquiries in a courteous and effective manner; skilled in operation of equipment; knowledge of department and UF policies and regulations related to undergraduate advisement; ability to evaluate and make decisions; ability to establish and maintain effective working relations with others; knowledge of general office procedures and proper business styles and formats.

Special Instructions to Applicants

To be considered, you must upload your cover letter, resume, and contact information for 3 professional references. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Veteran's 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.

Health Assessment

No

Applications Close

02 April 2026

How to Apply

To apply, visit https://explore.jobs.ufl.edu/en-us/job/539214

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.