Administrative Assistant II

Classification Title:

Administrative Assistant II

Job Description:

• Travel

• Coordinates travel needs for Department faculty, staff, and residents, including:

• Makes domestic and international travel arrangements for department members including verification of funds, collecting and submitting required forms and obtaining appropriate authorization.

• Acts as a liaison between person traveling and outside agencies, such as car rental agencies, travel agents, and airlines.

• Prepares expense report for reimbursement on travel expenses incurred during travel, including verifying hotel bills, meal expenses, and miscellaneous expenses.

• Responsible to ensure that all travel expenses stay within University guidelines, and that expenses have been kept to a minimum (cost efficient).

• Acts as a liaison between the Department/Faculty and the UF CVM travel team.

• Purchasing & Invoices

• Coordinates purchasing needs for Department, including:

• Ensures that all purchases comply with both UF and granting agency policies, and that funding is available for the purchases.

• Assists faculty and departmental staff (like biological scientists) by making purchases as requested via university systems like Marketplace and OnBase or with Pcard.

• Assists faculty with payments (like memberships) requiring use of a Pcard.

• Ensures departmental invoices are paid, adding supplemental documentation when required.

• Serves as point of contact for departmental invoices in UF Marketplace.

• Acts as liaison between the Department/Faculty and the UF CVM purchasing and Pcard teams.

• Processes reimbursements for Department/Faculty

• Assists faculty with IT requests and purchases

• Responsible for departmental software license renewals like Adobe, Canva, Doodle, etc.

• Departmental Office Duties:

• Printers

• Responsible for maintenance and supplies for multiple printers in and around departmental spaces. Liaise with vendor to ensure machines are in good working order and when problems arise.

• State Vehicles

• Responsible for maintenance and routine care for departmental state vehicles. Liaise with UF & external vendors for service. Transport faculty locally as needed or assist in arranging their transportation needs.

• Mail/Packages

• Responsible for receiving mail and packages and then distributing to department, keeping faculty mailboxes labeled accurately when there are changes.

• General

• Share office reception duties via phone, email, and visitors to the office. Assist in scheduling requests for conference room and vehicle(s).

• Compliance

• Ensures faculty and departmental staff submit necessary compliance forms, like Risk Assessment forms, Essential Personnel forms, etc.

• Miscellaneous other duties as assigned

Expected Salary:

$18.50 - $20.50 an hour

Minimum Requirements:

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

Preferred Qualifications:

Excellent communication, organization, and computer skills, including MS Office Suite.

Must be able to work independently, maintain confidentiality, and exercise good judgment at all times. Willingness and ability to learn new tasks, be resourceful, and a problem solver.

Must be able to interact with faculty, staff, and visitors in person, via written communication, and on the phone with a high level of professionalism.

Experience in UF Travel & Reimbursement system and financial databases.

Experience with UF purchasing and invoicing rules and processes.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of professional references.

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

Health Assessment Required: No