| Job Description: |
The Department of Physics in the College of Liberal Arts and Sciences is seeking an Administrative Assistant II. This position provides comprehensive office management and payroll support for the Department of Physics. This role encompasses a wide range of administrative duties essential to the efficient operation of the department. The incumbent will serve as a backup for payroll and time and labor issues, manage daily administrative tasks, and provide essential support to faculty, staff, and students. The ideal candidate should demonstrate exceptional organizational skills and a strong ability to coordinate diverse administrative operations. Duties and responsibilities include, but are not limited to:
Clerical/Admin:
- Answer a multi-line phone system, greet visitors and guests in the reception area, and assist guests in locating department members and offices.
- Assist graduate and undergraduate students with various inquiries.
- Distribute mail daily and manage package delivery, including maintaining the package log and assisting with packages from the loading dock area.
- Order and organize office supplies, business cards, and nameplates for the department’s front office.
- Maintain shared calendars for the main conference room and other Physics meeting rooms.
- Update and maintain the department’s website with current information and photos of staff and faculty.
- Distribute and manage accurate records of keys to faculty, staff, and students.
- Monitor and maintain the usage log and license forms for approved drivers of Physics-operated vehicles, ensuring proper recording of vehicle logs with mileage and appropriate UF Business purposes.
- Manage the Lost and Found received items log.
- Assist the Administrative Specialist in arranging meetings and departmental social events for faculty and staff, and act as a backup in their absence.
- Monitor the progress of student assistants scanning personnel files.
Payroll:
- Serve as a payroll backup for the department, assisting all employees with timesheet entry and resolving errors.
- Conduct precise reviews of pay lists to ensure accurate payment, preventing under- or over-payments and incorrect overtime compensation.
- Review time and labor entries for the department, following up with staff for necessary corrections and approvals.
- Manage moving and relocation reimbursements via ePAF.
- Process FMLA/Leave requests and additional payments.
Other Duties as Assigned:
- Perform additional tasks as required by the Department Chair and Administrative Specialist, adhering to University of Florida policies and procedures.
As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.
Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.
Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.
UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings) and 1st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at Visit Gainesville.
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| Advertised Salary: |
The salary is $18.00 - $21.00 per hour, commensurate with qualifications and experience, and the compensation includes a full benefits package.
Benefits:
The University of Florida offers low-cost State Health plans and several Dental plans to fit your and your family’s needs and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts, and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides various leave programs, including vacation, sick leave, 10 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various business and retailers!
To see more, visit, benefits.hr.ufl.edu.
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| Special Instructions to Applicants: |
In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three (3) professional references.
Flexible work arrangements, such as remote work locations, may be available.
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.
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