Administrative & Facilities Coordinator

University Of Florida; Gainesville (FL); Hybrid; USD 42,000 - 45,000; Full time

Job summary

University of Florida is seeking a Staff Full-Time Administrative Specialist on the Main Campus (Gainesville, FL) to handle scheduling, reception, IT/account requests, and website management for CEHT and Physiological Sciences.

The role requires a high school diploma with four years of relevant experience, strong customer service, and proficiency with myUFL, OnBase, Microsoft Office, and WordPress. This is a veteran-friendly, on-site position with duties across multiple departments.

Qualifications

• High school diploma or equivalent and four years of relevant experience.
• Able to provide a high level of customer service.
• Excellent computer knowledge and skills.
• Proficiency with multiple software applications (myUFL, OnBase, Office suite, WordPress).

Responsibilities

• Point of contact for faculty, staff & students for vehicle, meeting, and room scheduling, reception duties; manages CEHT Listserv, scanning of documents; mail distribution, shipping and receiving; scheduling, set up and clean up for meetings and events in conference room; maintains & serves as facilitator for office equipment, schedules repairs & contract renewals; responsible for departmental vehicles usage log & maintenance; submits work requests for facility repairs & ensures work is completed, communicates requests or issues to housekeeping ensuring standards are met; manages keys to offices and labs, records distributions and returns, scans signed documents to Asset Management; submits badge requests & building access for faculty, staff, students and volunteers through myUFL, responsible for submitting IT account requests, service requests, repairs & quotes for purchase of new or replacement equipment for Physio faculty, staff & students, as well as other related duties as deemed
• Serves as proxy for faculty & staff, reconciling purchasing of equipment, lab supplies & materials, submits quotes for POs for contracts & repairs, uploads invoices & service reports, inputs follow up communication for submitted quotes, resolve issues of back orders & approvals for delivered products through the UF Marketplace, reconciles PCard purchases, submits POs & quotes through OnBase system. Assists the Administrative Specialist in fiscal operation of Department, running reports through Enterprise Analytics, exporting & importing Excel spreadsheets and/or any other account management system. Assists with the implementation of any organization changes and/or new accounting or clerical procedures. These activities will be performed in consultation with the Administration Specialist.

Skills

Customer service

Office software

Multitasking

Communication skills

Written communication

Professional demeanor

Problem solving

Time management

Team collaboration

Attention to detail

Customer/vendor relations

Education

High school diploma or equivalent

Tools

myUFL

OnBase

Photoshop

Adobe Acrobat Pro

DocuSign

Dropbox

Microsoft OneDrive

PowerPoint

Excel

Word

Publisher

WordPress

Job description

University of Florida is seeking a Staff Full-Time Administrative Specialist on the Main Campus (Gainesville, FL) to handle scheduling, reception, IT/account requests, and website management for CEHT and Physiological Sciences.

The role requires a high school diploma with four years of relevant experience, strong customer service, and proficiency with myUFL, OnBase, Microsoft Office, and WordPress. This is a veteran-friendly, on-site position with duties across multiple departments.