Administrative Assistant I

 Administrative Duties

• Serve as the primary public contact for the office; greet visitors, students, and faculty; manage multi-line phone operations; and direct inquiries appropriately.
• Handle incoming and outgoing mail, ensuring proper labeling and distribution.
• Draft routine correspondence and complete administrative forms using Microsoft Office Suite.
• Maintain records of building maintenance complaints and submit work orders to the Physical Plant Division (PPD) for Little Hall and classrooms.
• Oversee and maintain department copy machines, including troubleshooting and requesting service.
• Lock and unlock department doors, including seminar rooms and other facilities.
• Manage check-in/check-out processes for department equipment, including laptops and projectors.
• Schedule reservations for seminar rooms and maintain reservation calendars.
• Arrange refreshments for departmental colloquiums, conferences, and special talks.

 Academic Activities

• Assist with administrative support tasks such as copying and courier deliveries.
• Update the online course syllabus each semester following department guidelines.
• Process and maintain student teaching evaluations.
• Support faculty with textbook adoption processes via the University’s system and coordinate desk copy requests with publishers.
• Maintain records of loaned textbooks and complete teaching assignment cards with enrollment data.
• Coordinate course scheduling, including preparing and updating the schedule of courses and processing online changes as needed.
• Provide administrative support to the Undergraduate Coordinator, including assisting with enrollment, registration management, and advising material updates.
• Maintain faculty and teaching assistant schedule cards, including teaching assignments, office hours, and advising hours.

Fiscal Responsibilities

• Coordinate domestic and international travel arrangements, including estimating expenditures and preparing travel documentation.
• Process Travel Authorization Requests, arrange prepayment of fees, and submit reimbursement vouchers.
• Maintain accurate travel expenditure records for both state and grant accounts.
• Prepare OPS paperwork for departmental visitors, ensuring compliance with U.S. immigration and tax regulations.
• Assist the Administrative Specialist III with monthly account reconciliations for departmental, grant, and overhead accounts. Report discrepancies to the supervisor and department chair.

 Other Duties

• Perform additional responsibilities as assigned by the supervisor.

$16.00-$19.00 an hour. 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 one year of relevant experience.

• Knowledge of PeopleSoft and UF procedures and regulations.
• Excellent oral and written communication skills.
• Strong organizational skills with the ability to meet deadlines.
• Detail-oriented and able to work independently.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word).
• Familiarity with FERPA regulations and the confidentiality of student records.
• Effective interpersonal skills for working with diverse groups across the university.

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.