OPS - Administrative Assistant

The Department of Astronomy at the University of Florida seeks an OPS Administrative Assistant to provide essential support in the management of administrative and academic functions. This role will work closely with the Department Chair, Administrative Specialist II, and other staff to coordinate departmental operations. The ideal candidate will be a proactive problem-solver capable of developing and implementing administrative procedures to support the department’s academic mission. Key responsibilities include managing HR and payroll transactions, supporting academic programs, coordinating budget activities, and serving as a primary contact for faculty, students, and guests.

Administrative Support: Assist the Chair and Administrative Specialist II with department administrative tasks, including budget and fiscal oversight, space allocation, travel support, and reimbursement processing.

Human Resources Management: Coordinate personnel actions with the Shared Services Center (SSC) for faculty, staff, and other department personnel. Manage international hire documentation, review payroll lists, support faculty and staff searches, and maintain Identity Management information.

Academic Coordination: Support undergraduate and graduate programs by managing course scheduling, class registration, and grading coordination. Assist with admissions, student evaluations, and maintain academic records.

Reception and Office Operations: Serve as the primary point of contact for visitors, manage incoming calls, order supplies, schedule meetings, and oversee general office operations.

Event and Program Assistance: Support various department events, including outreach, admissions visits, and student programs like the REU.

The salary is $16 - $18 per hour, commensurate with qualifications and experience.

High school diploma or equivalent and one year of appropriate experience or an equivalent combination of education and experience.

• Bachelor’s degree in a related field or equivalent experience in academic or administrative support.
• Experience with university systems such as PeopleSoft, myUFL, and familiarity with UF policies and procedures.
• Familiarity with university HR and payroll procedures, particularly in a state-funded academic setting.
• Strong organizational skills with an ability to manage multiple priorities and meet deadlines.
• Excellent communication and interpersonal skills for collaboration with faculty, staff, and students.

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.