Administrative Support AST II

High school diploma or equivalent and four years of relevant experience

Administrative Assistant II supports the daily fiscal operations of the Continuing Dental Education (CDE) department at the UF College of Dentistry. This role plays a critical part in the planning and delivery of over 100 continuing education courses each year. The successful candidate will be detail-oriented, organized, and proactive, and will take ownership of their responsibilities while learning and growing in a fast-paced, customer-focused academic environment.

Fiscal Responsibilities

• Create requisitions through PeopleSoft
• Manage purchase orders and p-card verifications/reconciliations
• Process voucher invoices, monthly transactions, and refund checks
• Process additional state compensation and consultant fees/honoraria
• Prepare travel authorizations and expense reports
• Submit course budgets to the Division of Continuing Education (DOCE) to obtain program numbers
• Process and file speaker/sponsor agreements and related paperwork, ensuring ADA CERP compliance
• Assist in invoicing and collecting payment for interns, fellows, and preceptors
• Communicate with sponsors and companies for product support and ordering
• Reconcile course revenue and assist with program closing procedures.
• Ensures accurate financial transactions and prevents budget overruns

Administrative Responsibilities

• Maintain the departmental course calendar and course files
• Schedule and confirm meeting rooms
• Communicate with speakers, sponsors, and support staff to ensure timely submission of all course materials (PowerPoints, bios, agendas, supply lists, etc.)

Course Production

• Assist with clinic and laboratory setup as needed
• Support course registration processes
• Attend and support out-of-town courses when required
• Act as department administrator during online webinars

Other Duties

• Perform routine clerical tasks
• Troubleshoot and maintain office equipment (e.g., copier, fax, phones)
• Provide back-up support for the office

 Work Schedule & Supervision

• Monday–Friday, 8:00 AM–5:00 PM
• Occasional weekends required on a rotating basis for course coverage (mostly Friday–Sunday)
• Some travel may be required for out-of-town courses
• Supervision: Reports to the Assistant Director

up to $46,000 annually; commensurate with education and experience

Benefits:

The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you 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 a variety of leave programs including vacation, sick leave, 11 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 businesses and retailers!

Explore UF’s plethora of benefit options here: TEAMS Benefits

High school diploma or equivalent and four years of relevant experience

• Excellent verbal and written communication
• Strong problem-solving and organizational skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Interpret and apply departmental and university policies/procedures
• Work independently and prioritize tasks with minimal supervision.
• Exercise sound judgment when interacting with professional and non-professional individuals
• Multitask and manage deadlines effectively
• Ability to become proficient in institutional systems and internet-based tools
• Understanding of confidentiality regulations regarding student records

In order to be considered, you must upload your cover letter and resume.

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.