OPS Administrative Assistant II

University Of Florida; Gainesville (FL); Hybrid; USD 36,000 - 48,000; Full time

Job summary

University of Florida seeks an Administrative Assistant II to support HR and office operations on the Main Campus in Gainesville, FL. The role involves processing hires, maintaining positions, handling payroll-related tasks, and assisting with travel funding and space coordination.

The position emphasizes accuracy, confidentiality, and the ability to manage multiple tasks. A criminal background check is required, with on-site work necessary at UF Research facilities.

Qualifications

• High school diploma or equivalent with four years of relevant experience or an equivalent combination of education and experience.
• Bachelor’s degree preferred; strong accuracy and attention to detail are essential.

Responsibilities

• Assist in processing new hires (OPS, Volunteers, TEAMS, Student Assistant, Graduate Assistant, Fellows and foreign national) including posting positions, background checks, pre-hire verifications, and new hire paperwork.
• Process job edits, reclassifications, changes in FTE, non-renewals, terminations/resignations and leave cash-outs.
• Maintain and track positions within UF | Research, ensuring descriptions and numbers are accurate.
• Review time and labor for a portfolio of departments bi-weekly via timesheets and paylists; manage leave calendar and payroll actions.
• Process and update payroll distributions with accurate backups.
• Coordinate travel authorizations, bookings, and expense reports for UF | Research.
• Perform duties assigned by the Director of Human Resources and support space inventory and general office tasks.
• Cross-train to assist in peak workload periods.

Skills

Attention to detail

Communication skills

Office administration

Multitasking

Time management

Education

High school diploma or equivalent with 4 years relevant experience

Bachelor’s degree (preferred)

Tools

Excel

Office Suite

Job description

Job no: 541151
Work type: Temp Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Human Resources, Office/Administrative/Fiscal Support
Department: 11030000 - RE-PERSONNEL SERVICES

Classification Title:

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

Job Description:

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.

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.

A criminal background check is required.

This is not a remote position and is located at the University of Florida's Main Campus in Gainesville, Florida.

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

Health Assessment Required: No

Advertised: 28 Aug 2026 Eastern Daylight Time
Applications close: 11 Sep 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.