OPS Administrative Assistant

University of Florida; Gainesville (FL); On-site; USD 10,000 - 60,000; Full time

Job summary

The University of Florida seeks an OPS Administrative Assistant to provide essential administrative support in various capacities including HR duties and office management. This role requires attention to detail, effective communication skills, and the ability to handle multiple projects simultaneously. Ideal candidates will have a high school diploma and relevant experience, with a commitment to maintaining accurate records and providing excellent customer service.

Qualifications

• High school diploma or equivalent and relevant experience.
• Ability to prioritize assignments and process information accurately.
• Knowledge of office administration.

Responsibilities

• Serve as point of contact for facilities and IT/phone work.
• Assist in processing new hires and maintaining personnel files.
• Provide high-level customer service and support for HR functions.

Skills

Attention to detail

Effective communication skills

Ability to manage multiple projects

Education

High school diploma or equivalent

Tools

Office support tools

Job description

OPS Administrative Assistant

Job No: 536144
Work Type: Multiple Work Type
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 11030000 - RE-PERSONNEL SERVICES

Job Description


Classification Title:

OPS Administrative Assistant

Classification Minimum Requirements:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Job Description:

Administrative

Serve as point of contact for all facilities and IT/phone work orders.

Assist in distributing mail and securing UF | Research's offices, daily when assigned.

Responsible for online directory upkeep, calendar maintenance, state vehicle reservations and logs, office supply orders, GatorOne ID authorizations, and creation of UFID's and affiliations for external researchers.

Maintain up-to-date lists of the departmental staff, organizational charts as well as phone numbers and locations for all UF | Research staff.

Track and monitor all required training for the department annually and communicate with employees and department affiliates regarding training compliance.

Provide high-level customer service by serving as a liaison through various administrative duties for UF | Research's support units.

Creates and maintains employee personnel files, ensuring documents are accurate and records retention requirements are met.

Human Resource Duties

Assists in processing new hires (OPS, Volunteers, and Student Assistants) including posting positions, processing background checks, performing pre-hire experience verifications, and completing necessary new hire paperwork, ensuring new hires are processed following university, state and federal regulations.

Process various job edits, reclassifications, changes in FTE, reclassifications, non-renewals, terminations/resignations and leave cash-outs.

Review time and labor for an assigned portfolio of departments on a bi-weekly basis through review of timesheets, leave applications and paylists. Assist in managing and retaining leave calendar and applications, and processing various payroll-related actions as-needed.

Assistance to the Director for Human Resources

The Administrative Assistant I will perform a variety of duties as assigned by the Director of Human Resources according to daily needs and operation of UF | Research, Personnel Services. This includes performing errands, scheduling, reporting services/repairs, distributing mail, and performing special projects as assigned.

Other duties as assigned

The Administrative Assistant will be cross-trained to assist in all areas of the office during peak workload periods.

Miscellaneous

Responsible for coordinating annual service pin award ceremony for service pin recipients.

Expected Salary:

$16-18/hour

Required Qualifications:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred:

Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy; effective communication skills; ability to manage multiple concurrent projects and make effective judgment to prioritize assignments; knowledge and ability to use office support tools, e.g., excel spreadsheets, organization charts and e-mail communication; ability to work with a variety of individuals in a constructive and collaborative manner; knowledge of office administration, ability to carry out ongoing office administration tasks effective and efficiently in support of UF Research; ability to meet or exceed employee needs and provide excellent service in a direct or indirect manner; and ability to work effectively as part of a team.

Special Instructions to Applicants:

This position offers a weekly schedule of 30 to 40 hours, depending on applicants availability.

In order to be considered, applicants must provide a cover letter, resume, and list of professional references.

A Criminal Background check is required.

This is not a remote work position, and it is located on the University of Florida main campus in Gainesville, FL.

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

Health Assessment Required:
No



Applications Close: 18 Jun 2025

To apply, visit https://explore.jobs.ufl.edu/en-us/job/536144/ops-administrative-assistant

Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.









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