Administrative Assistant II

The University of Central Florida Board of Trustees; Orlando (FL); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Medical, Dental, Vision, Life

Flexible Spending

Employee Assistance Program

Paid time off

Retirement savings options

Employee discounts

Job summary

The Kanouff School of Data, Mathematical, and Statistical Sciences at UCF seeks an Administrative Assistant II to perform complex administrative, fiscal, and project coordination tasks on-site at the university. This role manages assets, budgets, and student workers in a dynamic, high-responsibility environment.

You will coordinate building operations, support faculty meetings, handle sensitive correspondence, and assist with travel arrangements and onboarding.

Qualifications

• High School Diploma or Equivalent with 2+ years of relevant experience.
• Experience handling complex administrative tasks and budgeting.
• Ability to supervise student workers and coordinate facilities management.

Responsibilities

• Manage and track all physical assets for the unit; issue/collect keys and rooms for ~100 faculty/students.
• Serve as admin liaison for the Mathematics Safety Team and coordinate complex work orders and asset management.
• Manage official internal/external communications; record minutes for faculty meetings.
• Handle high-volume, sensitive tasks including room reservations and secure copying/distribution of exams.
• Coordinate student employment/onboarding for the department; supervise 4–6 Federal Work Study students.
• Manage budgets and financial health for multiple student organizations; handle receipts and reconciliation.
• Coordinate administrative projects (office moves) and travel for colloquium speakers and visitors.
• Provide front-desk coverage, screen calls, handle visitors, and order supplies.

Skills

Communication

Organization

Facilities management

Budgeting

Student staff supervision

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.

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 transfers or employment-based visa processing for individuals currently sponsored by another employer.

This role requires the successful candidate to work on-site at UCF as their primary work location. On-site presence is an essential function of this role.

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you'll play an integral role at one of the most impactful universities in the country. You'll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 12 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you'll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills, and you'll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program
• Paid time off, including annual and sick time off and paid holidays
• Retirement savings options
• Employee discounts, including tickets to many Orlando attractions
• Educ