Administrative Assistant I

High school diploma or equivalent and one year of relevant experience.

- Prepares travel authorization and reimbursement documents for department faculty, staff, postdocs, and graduate assistants, entering the information into the PeopleSoft System and ensuring that all are prepared and submitted in a timely manner. Maintains files of pending travel and pending and completed expense reports; scans completed expense reports to travel.
- Reconciles OE on all accounts (GR, SS, federal grants, PI overhead and residuals, etc.). Manages the department’s FedEx account and processes all bills. Receives checks for EBA/FSEA’s, transfers to central fiscal office; maintains related records.
- Serves as back up for departmental procurement program; places orders, processes receipts and invoices through OnBase and myufmarketplace. Supports administrative office procurement. Receives, scans and maintains packing slips for entire department.
- Serves as receptionist to the department; reserves conference rooms and state vehicles, answers main phone line, directs people as appropriate. Prepares shipping forms for faculty and staff, brings packages to central CVM mail room. Schedules maintenance and detailing as needed for department’s state vehicles.
- Onboards departmental volunteers, including generating appointment letter, corresponding with Human Resources and guiding new volunteer through initial processes (obtaining Gator1 card).
- Supports departmental events.
- Liaises with central fiscal office. Assists with issue resolution.
- Assists department faculty, Chair and Administrative Specialist with special projects, gathering and compiling information as needed.

$16.76 - $20.00 / hourly

High school diploma or equivalent and one year of relevant experience.

Exceptional interpersonal and communication (written and oral) skills;
Ability to work independently, to listen and follow directions;
Ability to plan, organize and coordinate work assignments;
Ability to communicate effectively verbally and in writing;
Ability to establish and maintain effective working relationships with others;
Knowledge of and ability to use, computers and computer related peripherals;
Familiarity with computer software including, but not limited to the Microsoft suite of programs;
Knowledge of and ability to use correct spelling, punctuation and grammar; basic arithmetic and geography;
Ability to handle telephone calls in a courteous and professional manner, and to organize files;
Knowledge of and ability to use, standard business formats and styles;
Training courses as required for specific PeopleSoft roles

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

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