Administrative Assistant II

UF ECE Ambassadors; Gainesville (FL); On-site; USD 29,000 - 32,000; Full time

Job summary

UF ECE Ambassadors seeks an Administrative Assistant II to provide comprehensive support within the Division of Pediatric Neurology. You will coordinate calendars, prepare reports, manage records, and assist with recruitment and onboarding.

The role also covers provider scheduling, HR and payroll tasks, and event planning to ensure smooth daily operations across the division.

Qualifications

• High school diploma or equivalent and four years of relevant experience.
• Experience with Microsoft Office applications and familiarity with UF systems (myUFL, UF GO, UF Marketplace, Epic).
• Strong organizational, communication, and customer service skills.

Responsibilities

• Coordinate calendars, meetings, and logistics; prepare agendas, reports, and minutes.
• Support recruitment and onboarding activities and scheduling.
• Assist with payroll, HR processes, purchasing, and facilities coordination.
• Provide cross-divisional administrative support and manage special projects.

Skills

Organizational skills

Communication skills

Customer service

Education

High school diploma

Tools

Epic

myUFL

UF Marketplace

UF GO

Job description

Classification Minimum Requirements

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

Classification Title

Administrative Assistant II

Classification Minimum Requirements

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

Job Description

The Administrative Assistant II in the Division of Pediatric Neurology within the Department of Pediatrics provides administrative and operational support to divisional faculty, staff, and leadership by performing a variety of general to moderately complex administrative duties. Responsibilities include coordinating calendars and meetings, preparing correspondence and reports, maintaining records and shared resources, managing communications, supporting recruitment and onboarding activities, and serving as a resource regarding routine divisional policies, procedures, and administrative processes. This position also supports fiscal and human resources processes, provider scheduling, facilities and information technology coordination, and event planning. The role serves as a key administrative resource for the division by supporting daily operations, coordinating special projects, and ensuring efficient and effective office functions in accordance with University and departmental policies and procedures.

General Administration, Office Operations & Program Support

Provides administrative support for an assigned division within the Department of Pediatrics by coordinating daily office activities and serving as a primary resource for faculty, staff, trainees, and divisional leadership regarding routine divisional policies, procedures, and administrative processes. Coordinates calendars, meetings, conference room reservations, and meeting logistics; prepares agendas, correspondence, reports, presentations, and meeting minutes; and maintains divisional contact lists, organizational charts, distribution lists, records, and shared resources. Monitors shared divisional email accounts, responds to routine and moderately complex inquiries, and ensures timely communication and appropriate routing of requests. Maintains office filing systems, administrative workflows, and confidential records in accordance with University and departmental procedures. Coordinates divisional meetings, seminars, lectureships, educational activities, guest speakers, and special events by arranging meeting logistics, preparing materials, coordinating travel and accommodations, and providing administrative support before, during, and after events.

Operational, Fiscal & Human Resources Support

Provides administrative support for divisional operational activities, including recruitment and onboarding, provider scheduling, payroll, human resources, fiscal administration, purchasing, and facilities coordination. Coordinates candidate interviews, recruitment itineraries, travel arrangements, onboarding activities, workspace setup, access requests, and orientation scheduling. Assists with processing travel requests, expense reimbursements, purchasing requests, UF Marketplace requisitions, invoices, and other routine fiscal transactions while maintaining supporting documentation and monitoring office supply inventories. Orders and maintains office and operational supplies while monitoring inventory levels to ensure uninterrupted divisional operations and the efficient use of departmental resources. Assists with payroll and human resources processes, including timekeeping and leave reporting. Assists with facilities maintenance requests, information technology service requests, office moves, workstation setup, and other operational support activities to ensure efficient divisional operations.

Cross-Divisional Administrative Support & Special Projects

Provides administrative support and cross-coverage for other divisions within the Department of Pediatrics as assigned by the Division Administrator. Assists with workload redistribution during staffing shortages, employee leave, vacancies, and other operational needs to ensure continuity of departmental operations. Supports departmental initiatives, coordinates special administrative projects, and performs additional duties as assigned by the Division Administrator and/or divisional leadership. Collaborates with divisional and departmental personnel to maintain efficient administrative workflows and ensure continuity of administrative services across the department.

Expected Salary

$20.96 - $22.68 per hour

Required Qualifications

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

Preferred Qualifications

Experience with Microsoft Office applications and familiarity with University of Florida administrative systems, including myUFL, UF GO, UF Marketplace, and Epic, along with strong organizational, communication, and customer service skills, are highly desirable.