Administrative Assistant II

The Administrative Assistant II in the Department of Chemistry provides vital support for faculty, students, and department operations. Key responsibilities include organizing meetings and events, coordinating travel and purchasing, and assisting with budget preparation and monitoring for the Physical Chemistry division. This role involves supporting faculty research and teaching activities and managing day-to-day administrative tasks to ensure the smooth running of the department. The primary duties for this position include but are not limited to:

Departmental Operations and Administrative Support: Oversee and manage daily office operations, provide administrative support to cohort faculty, and ensure smooth department functions. Functions as divisional receptionist and maintains Physical Chemistry Division and Center for Chemical Physics websites and their links to departmental and Quantum Theory Project websites.

Provides administrative support to the REU program including TA, reimbursements, UFIDs, volunteer forms and collection and submission of visa application documents, securing housing, maintaining records for the student participants, communicating with the REU director(s), HR and International office in all necessary manners to support the program.

Student and Course Records Management: Assist cohort faculty with the processing and retention of academic records and the administration of graduate qualifying exams. Assist with scheduling and enrollment tasks and maintain accurate student and course data.

Event Coordination: Organize and coordinate events, including guest lectures, seminars, and departmental gatherings, ensuring logistics are handled effectively.

Budget and Purchasing Support: Assist with budget tracking, process purchasing requests, and support fiscal compliance according to university guidelines. This includes P-Card reconciliations and the purchasing of equipment and supplies for the division.

Assist in the preparation of grant and contract proposals and their submission to University offices and agencies.

Faculty Support and Resource Coordination: Provide support for faculty research and teaching, including coordinating appointments, organizing meetings, and assisting with travel arrangements as needed for cohort faculty, Adjunct faculty, and Graduate Students.

The salary is $18 - $20 hourly, commensurate with qualifications and experience, and the compensation includes a full benefits package.

This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave. 

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

• Experience with university systems such as PeopleSoft, myUFL, and familiarity with UF policies and procedures.
• Proven experience in administrative support, particularly in an academic setting.
• Strong organizational and multitasking skills with attention to detail and ability to manage competing priorities.
• Familiarity with scheduling, academic records management, and event planning.
• Effective written and verbal communication skills for engaging with faculty, students, and external contacts.

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references.

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.