Administrative Support AST II

University Of Florida; Gainesville (FL); On-site; USD 23,000 - 32,000; Full time

Job summary

University of Florida is seeking an Administrative Support AST II on the Main Campus in Gainesville, FL. You will perform confidential administrative duties, manage calendars, assist with employment processes, and coordinate events.

Strong organizational, communication, and MS Office skills are essential. The role is full-time with a standard Mon-Fri schedule, $20.00 hourly, and requires a high school diploma with four years of relevant experience.

Qualifications

• High school diploma or equivalent and four years of relevant experience.
• Ability to properly handle confidential personnel information.
• Strong organizational skills and ability to meet deadlines.
• Excellent written and verbal communication skills.

Responsibilities

• Performs confidential, routine, and non-routine administrative duties; provide reception services, schedule appointments, meetings, and travel, maintain calendars, prepare and proofread correspondence, and organize filing systems.
• Assist in employment processes by preparing position authorization forms and onboarding new employees.
• Maintain office mail, work orders, equipment inventory, and vehicle inventory; compile data and conduct independent analysis.
• Arrange and coordinate large events or special projects; attend meetings to take notes and produce minutes.

Skills

Communication

Organizational skills

Confidential information handling

Microsoft Office

Education

High school diploma

Tools

MS Word

MS Excel

MS Outlook

MS PowerPoint

Database software

Job description

Job no: 541602
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Facilities Operations/Skilled Trades, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 63100100 - FS-DIRECTORS OFC-ADMIN

Classification Title:

Administrative Support AST II

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

Job Description:

Performs confidential, routine, and non-routine administrative duties; provide reception services, schedule appointments, meetings, and travel, maintain various calendars, prepare and proofread correspondence, reports, and other documents prepared by a supervisor, organize and maintain paper and electronic filing systems, initiate recurring administrative processes, such as updating personnel information, coordinate projects, and assist in the completion of reports by researching and gathering required information and prepare reports. Attend meetings to take notes, produce minutes of meetings, and follow up assignments. Organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, collect requested data and materials as needed, route and track requests for signature; Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. As directed, routinely update, scan and purge office files and archives when necessary.

Assists with employment processes by preparing position authorization forms and personnel action forms and monitoring their approval, monitoring and maintaining credential files of applicants, preparing master files for search committees, may assist in scheduling interviews, preparing correspondence to applicants, entering required information into the applicant database, and assisting with the onboarding of new employees to assure they are provided with the access , tools and information they need to begin their employment.

Maintain office mail, department work orders, equipment inventory in Asset Management and in the computer/mobile device tracking system, and vehicle inventory. Compiles data, conducts research, performs independent analysis, and formulates recommendations on administrative matters. Answers and direct phone calls, take messages, and field/answer all routine and non-routine questions.; serves as a unit contact and liaison to, the public, and other university departments; Assists department employees with administrative questions and tasks. Prepare and maintain files for compliance reporting.

Arranges and helps coordinate large events or conducts special administrative projects or committee participation.

Perform other related duties as required.

Class E Driver’s License is required.

NORMAL WORK SCHEDULE:

Monday – Friday 8:00 AM-5:00 PM

$20.00 Hourly

Required Qualifications:

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

Preferred:

The Ability to properly handle confidential personnel information.

Strong organizational skills, ability to meet deadlines, ability to work independently and problem-solving capabilities.

Excellent written and verbal communication skills with the ability to communicate clearly and accurately.

The ability to work independently and cooperatively as part of a team.

Extensive word processing, spreadsheet development, data base and computer skills are necessary.

Windows, MS Word, MS Excel, MS Outlook, MS PowerPoint, preferably Internet Explorer, and database software experience is strongly preferred.

Accuracy, attention to detail and a customer service-oriented attitude are essential for success in this position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:

Health Assessment Required: No

Advertised: 02 Oct 2026 Eastern Daylight Time
Applications close: 16 Oct 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.

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