OPS Administrative Assistant II

University of Florida; Gainesville (FL); On-site; USD 38,000 - 54,000; Full time

Job summary

University of Florida's UF Research division seeks an OPS Administrative Assistant II to handle staffing, travel, and payroll-related tasks at the Main Campus in Gainesville. The role supports responsible processing of hires, time/leave records, and space administration.

The successful candidate will be detail-oriented with strong communication skills and the ability to manage multiple tasks concurrently within UF policies and procedures.

Qualifications

• High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
• Bachelor's degree is preferred for this role.

Responsibilities

• Assist in processing new hires including posting positions, background checks, and new hire paperwork to ensure compliance.
• Manage time and labor for departments, review timesheets and payroll-related actions as needed.
• Coordinate travel processing, authorizations, expense reports, and review graduate student/faculty travel fund requests.
• Provide general administrative support, calendar maintenance, mail distribution, and space inventory coordination.

Skills

Attention to detail

Effective communication

Multitasking

Team collaboration

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Excel

Job description

OPS Administrative Assistant II

Job No: 541151

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Human Resources, Office/Administrative/Fiscal Support

Department: 11030000 - RE-PERSONNEL SERVICES

Job Description

Classification Title: OPS Administrative Assistant II

Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Administrative and Human Resource Duties

Assists in processing new hires (OPS, Volunteers, TEAMS, Student Assistant, Graduate Assistant, Fellows and foreign national) 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. Maintain and track positions within UF | Research, ensuring position descriptions and position numbers are properly assigned and maintained. 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. Process and update payroll distributions, ensuring information entered is accurate and has necessary backup, as needed. Assist in distributing mail and securing UF | Research's offices, daily when assigned.

Travel and Fiscal Support

Serve as one of UF | Research's point of contacts for travel processing through providing assistance in creating travel authorizations, booking travel, and initiating expense reports. Review applications for graduate student requests for travel funds and faculty requests for conference funds. This includes ensuring all eligibility criteria is met, drafting letters for the Vice President for Research's approval, and disseminating letters to applicants.

Assistance to the Director for Human Resources

The Administrative Assistant II 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.

Space Certifications

Assist in coordinating space inventory interviews with department staff. Responsible for entry into UF's Space Inventory and Allocation System, ensuring all departmental space is accurately coded and accounted for.

Miscellaneous

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

Other duties as assigned

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

Expected Salary

Commensurate with Education and Experience

Preferred

Bachelor's degree; 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; maintain confidentiality of all information entrusted to this position; and ability to work effectively as part of a team.

Special Instructions to Applicants

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

Application Deadline

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

Health Assessment Required

No

Applications Close

11 September 2026

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.