Administrative Support Assistant II

The administrative assistant will provide administrative support to faculty and staff located in the Department of Pharmacodynamics in the College of Pharmacy. This position is one with a high level of responsibility requiring an individual who can manage many tasks, interact with individuals across campus and represent the office inside and outside the University. The individual is expected to work independently with minimal supervision and must be proactive with assignments, have attention to detail and take ownership of their responsibilities. They will assist in the daily management and administrative functions of the department, ensuring a smooth and efficient handling of the day-to-day activities.

Job Duties Include:

Chair and Departmental support: Serving as the primary contact and liaison for the Department Chair and coordinating the Chair's calendar. Maintaining department faculty calendars, scheduling meetings, processing travel authorization and expense reports, making travel arrangements, sending department level correspondence such as meeting and seminar reminders, preparing documentation for PCard reconciliation or reimbursement, and preparing minutes for faculty and committee meetings, assist faculty with grant proposal applications. Providing course support such as preparing paper copies of exams, compiling assignment scores, delivering tests to UF testing center, and other duties for department faculty members. Assist faculty with preparation of annual activity report.

General office support: Maintain/update department website, maintain department room calendars, oversee daily distribution of mail/packages, arrange pick up of packages, maintain supply inventory and ordering of supplies, point person for requests for keys, PPD work orders, answering phones.

Meeting & Travel Coordination: Assist department guests with accommodations, transportation to meetings, arranging meetings, seminar scheduling, etc. Coordinate search committee meetings and attendees. Coordinate itinerary for candidate visit, to include transportation, meals, interviews, and seminar presentation. Collect receipts for reimbursement and submit to SSC Fiscal for processing. Coordinate departmental events as needed.

The University of Florida College of Pharmacy values the benefit of having a team that consists of diverse talents, skills, strengths, points of view and experiences. The college is committed to cultivating an environment where everyone is respected for their intrinsic value, and developing the next generation of clinicians and scientists who will positively impact the health of others. We’re committed to creating a working environment where everyone can be heard and recognized for their contributions. In recognition of such efforts, the College of Pharmacy is the 3-time recipient of the Insight into Diversity Health Professions Higher Education Excellence in Diversity Award.

$21.50-$23.00/hour

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

• Experience with Microsoft Office products (Outlook, Excel, Word, PowerPoint, etc.)
• Customer service skills
• Organizational skills
• Ability to thrive in a fast-paced environment
• Ability to prioritize multiple tasks in order to meet competing deadlines
• Ability to plan, organize and coordinate work assignments from multiple colleagues
• Ability to work independently and make decisions in a quick and decisive manner
• Ability to communicate effectively in person, on the phone and in writing
• Ability to be detailed, accurate and confidential with work assignments
• Ability to maintain effective working relationships with colleagues, faculty and students
• Ability to work with people of varying backgrounds

To be considered, you must upload your cover letter, resume, and list of three professional references.

The University of Florida recognizes the value of telecommuting in fostering a flexible work environment; therefore, some consideration may be given to hybrid work after successful onboarding and training.

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.