Administrative Assistant II

The Administrative Assistant II must be able to perform the following essential functions:

Human Resources: 1. Process bi-weekly payroll. This includes but is not limited to maintaining backup materials to facilitate correct payment (and non-payment) through the payroll system, calculating appropriate payment amounts, certifying/authorizing payroll, certifying leave input, and payroll ledger balances. 2. Process/manage volunteer appointments. 3. Process/manage OPS and StuAst appointments from beginning to end. 4. General HR backup to senior HR specialist.

General Departmental Support: 1. Receive and distribute mail/packages received. 2. Ensure the collection and filing of package slips for deliveries received. 3. Manage meeting rooms and ensure room readiness. 4. coordinate events and meetings. 5. Complete miscellaneous tasks as assigned.

Training Program Support (BMID T32): 1. Plan and coordinate activities (Reserve space, email event notifications/reminders, Order food) for regularly occurring meetings (1. Infectious Disease Case Conference and 2. Career Development meetings). 2. Maintain the BMID and SIMR websites. 3. Coordinate the Summer Internship in Microbiology Research (SIMR) program which includes a. Manage applications as they are submitted through website; b. Set up interviews; c. Coordinate with SNIP on housing; d. Ensure stipend payments; e. Coordinate with director on setting up workshops; f. Plan end of summer symposium; g. Keeping track of budget; h. Assist SIMR students with travel arrangements. 4. Plan and Coordinate the annual symposium (Reserve space, email event notifications/reminders, plan itineraries, etc.).

Assistant to Departmental Graduate Coordinator: 1. Scan SLATE for new applications and notify Graduate Coordinator of any new application to the masters program. 2. Enter applicant data into applicant tracking system. 3. Maintain student files. 4. Schedule/Coordinate visiting speakers’ itineraries. 5. Ensure visiting speakers receive visitor’s packets detailing the trip, when applicable. 6. Schedule rooms and lunches for MGM seminar series. 7. Ensuring payment to vendors who provide food for meetings scheduled/coordinated.

Other assigned duties, as needed, to fulfill the mission of the department and to abide by the values of the College of Medicine.

Annual salary range is $35,000 - $45,000 and is commensurate with qualifications and experience.

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

Strong proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, etc.).

Excellent organizational skills and the ability to manage multiple tasks with attention to detail.

Proven experience in administrative support, preferably in an educational setting.

Effective communication skills, both written and verbal, with the ability to interact professionally with diverse individuals.

Strong interpersonal skills and the ability to collaborate within a team-oriented environment.

Adaptability to handle changing priorities and work independently to solve challenges.

Professional demeanor and a customer-centric approach when interacting with office visitors and stakeholders.

Working knowledge of UF HR processing.

Working knowledge of UF Travel system.

This is a time-limited position and all applicants MUST apply online through Careers at UF.

If you are a Florida resident claiming veteran's preference, please upload a copy of your DD-214 for consideration.

In order to be considered, you must upload references and resume/CV.

If selected as one of the final candidate, three letters of recommendation must be provided.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

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