Administrative Support AST II

Classification Title:

Administrative Support Assistant II

Job Description:

Purchasing Processor

Initiates purchase orders in the myUF Marketplace for lab supplies, equipment, services, and other items their faculty and graduate students require to complete their teaching, research, and service missions. Utilizes a UF Purchasing card (PCard) to place orders with companies outside of the Marketplace, either online or in person.

Manages the status of all purchases, prepares PCard forms and reconciles PCard transactions in myUFL. Ensures that all purchases comply with both UF and granting agency policies, and that funding is available for the purchases. Interacts with the Chemistry Fiscal Office, vendors, and Procurement as necessary.

Travel Coordination and Expense Report Processing

Assists faculty, postdoctoral associates, graduate, and undergraduate students with their travel arrangements to various conferences and meetings. This includes booking flights, hotels, rental cars, paying registration fees, etc.

Completes travel authorizations prior to travel. Expense reports are completed after group members and visitors return from travel to reimburse them for out-of-pocket travel expenses. International travel requires additional duties including registration with the UF International Center.

If necessary, initiates and coordinate the DS 2019 application process with the visitor, the Chemistry Human Resources Office, and the University of Florida International Center. Communicates with incoming visitors and research scholars and the UF International Center, regarding J1 Visa requirements.

Acquires required documentation from foreign national visitors and submits packet for processing to the UF International Center, all within established deadlines. Prepares and submits visa extensions and other changes as needed.

Seminars, Visitors, and Divisional Conference Coordination Each division within the Department of Chemistry hosts visitors who provide seminars for Chemistry faculty and graduate students. There are regularly scheduled seminars, as well as seminars by potential faculty candidates.

Each seminar and candidate visit requires travel arrangements as described above, as well as the coordination of the visitor's schedule. This includes planning the visitor's meetings, business meals with faculty and graduate students, and transportation. Ancillary duties include booking seminar rooms, providing coffee and snacks, and preparing reimbursements and honorariums. Since seminar attendance is a requirement for graduate students, attendance is taken for every seminar and tracked for each semester.

Assists assigned faculty members with local and remote conference coordination that includes publicity, attendee registration, on-site programming, coordination with volunteers, social events, travel reimbursements, honorarium processing, room bookings, event registration, youth compliance and budgeting.

Grant Proposals and Funds Management

Facilitates the preparation and submission of proposals, budgets, reports and other documents and correspondence associated with federal and non-federal funding for research, in conjunction with faculty and Chemistry Fiscal Office research administrators. Paper copies, internet submission, and myUFL/UFIRST entry are required.

Assists with the preparation and submission of scientific and technical manuscripts. Keeps track of faculty and graduate students' various funding sources, including chartfields and balances.

Office Administration, Instructional Support, and other duties as required. Maintains an office suite with shared office supplies and a copy machine.

Coordinates the activities of the assigned faculty members, assists with Annual Activities Reports, arranges committee meetings, checks mail, coordinates schedules and locations for meetings. Maintains calendar for conference room reservations.

Order and stock teaching materials and supplies, serve as a source of information and course materials for graduate teaching assistants, copy course materials, print exams, and place textbook orders.

Communicates all HR requests to the main office for processing; this includes requests for new hires, terminations, job edits, and funding information.

Assists assigned faculty and/or the Director of Operations and the Chemistry Human Resources Office with annual space allocation and effort reporting.

Completes other duties as assigned.

Expected Salary:

$18.00 - $20.00

Minimum Requirements:

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

Preferred Qualifications:

Working knowledge of the use of a multi-line telephone, copier / scanner, printer, desktop computer, adding machine, navigating the internet and email. Microsoft Office (Word, Excel) is heavily utilized, and incumbent will be expected to perform these tasks at an intermediate level.

Ability to create fillable pdf forms.

Intermediate mathematical skills.

Ability to effectively communicate both verbally and in writing; accurately interpret ideas, information, and needs through the application of appropriate communication avenues.

Knowledge and ability to work with a variety of individuals and groups constructively and collaboratively.

Ability to manage multiple concurrent objectives, projects, activities and make effective judgments as to prioritizing and time allocation.

Experience working at a University performing various fiscal functions, has a working knowledge of PeopleSoft & myUF Marketplace, and an understanding of the different funding sources at the University (i.e., Foundation, State, auxiliary, grants, IDC, residual funds).

Incumbent must maintain a professional appearance and demeanor when serving as the public contact for their assigned office.

This position requires a candidate that demonstrates proficiency in moderately complex administrative functions, including serving as a resource on issues, policies, and procedures, and contributing to the development of processes in and for the group.

Knowledge on practices of University administrative process; computer database management, record and file management; experience in planning, organization and coordination of work assignments to facilitate efficiency and meet deadlines; ability to work with minimal supervision and take independent responsibility for office administration when supervisor travels.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

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

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.

Health Assessment Required: No