Administrative Assistant II

UCF; Orlando (FL); On-site; USD 38,000 - 50,000; Full time

Job summary

UCF is seeking an Administrative Assistant II in Orlando to perform complex administrative, fiscal, and project coordination tasks for the Kanouff School of Data, Mathematical, and Statistical Sciences. You will autonomously manage assets, coordinate building work orders, and supervise Work-Study students.

The role requires a High School Diploma or equivalent and 2+ years of relevant experience, with strong communication and organizational skills.

Qualifications

• High School Diploma or Equivalent and 2+ years of relevant experience.
• Experience with administrative, fiscal, and project coordination tasks.
• Ability to manage facilities, assets, and student workers independently.

Responsibilities

• Manage unit assets, including keys and rooms for ~100 faculty, postdocs, and grads.
• Liaise for the Mathematics Safety Team and coordinate complex building work orders and asset management.
• Manage communications for the Director and School; record minutes for faculty meetings.
• Handle high-volume academic tasks; secure room reservations and manage exams distribution.
• Coordinate student employment/onboarding: recruitment, interviews, onboarding, training; supervise 4–6 Work Study students.
• Manage budgets for student organizations; process receipts and reconcile accounts.
• Coordinate admin projects (office moves); arrange travel for colloquium speakers.
• Provide front-desk coverage, screen calls, direct visitors, order supplies and document textbooks.

Skills

Written and verbal communication

Organizational skills

Budget tracking

Education

High School Diploma or Equivalent

Tools

Microsoft Office

PeopleSoft

Workday

Job description

The Opportunity:

The Kanouff School of Data, Mathematical, and Statistical Sciences is seeking an Administrative Assistant II position to position performs complex administrative, fiscal, and project coordination functions for SDMSS. This includes autonomous facilities management, independent budget tracking for student groups, and the supervision of student work-study staff, which requires specialized knowledge and decision-making beyond general administrative support.

Responsibilities:

• Independently manage and track all physical assets for the unit, including issuing and collecting keys and rooms for approximately 100 faculty, postdocs, and graduate students. This high-risk function requires daily autonomous decision-making.
• Serve as the primary administrative liaison for the Mathematics Safety Team and independently coordinate all complex building work orders and property asset management.
• Manage official internal and external communications on behalf of the Director and School; organize and serve as recording secretary for all faculty meetings (taking attendance and minutes).
• Handle high-volume, sensitive academic support tasks, including securing building-wide room reservations and overseeing the secure copying and distribution of all faculty exams.
• Coordinates student employment and onboarding activities for the department, including recruitment support, interview scheduling, hiring documentation, onboarding, training coordination, and ongoing administrative support for student employees. Provide direct and daily supervision for 4-6 Federal Work Study students.
• Independently manage the financial health and track budgets for multiple School student organizations (e.g., Math Club, Math Knights, Actuarial Science), including all receipt processing and reconciliation.
• Coordinate complex administrative projects (e.g., over a dozen faculty office transitions). Process all colloquium speaker and visitor travel arrangements.
• Provide front-desk coverage, screen complex incoming calls, triage office visitor issues and resolve or direct to appropriate places for resolution. Order all departmental supplies and coordinate textbook documentation.

Minimum Qualifications:

High School Diploma or Equivalent and 2+ years of relevant experience; or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).

Preferred Qualifications:

• Strong written and verbal communication skills, with the ability to interact professionally with students, faculty, and visitors.
• Strong organizational skills, including the ability to track physical assets and to maintain accurate electronic records of inventory, requests, and deadlines.
• Experience with the Microsoft Office suite (Word, Excel, Outlook) and enterprise systems including PeopleSoft and Workday.
• Ability to work collaboratively within and across teams, with demonstrated adaptability, problem-solving skills, and the ability to learn new processes quickly.

Additional Application Materials Required:

Consideration will be given to applications that include a resume and cover letter.

Note: When applying please have all your documents ready to upload at the same time. Once the submission process is finalized, the system does not allow applicants to submit additional documents later.

Special Instructions to the Applicants:

All applicants must be authorized to work for any U.S. employer. Visa sponsorship is not available for this position, and the university cannot accommodate H-1B