Administrative Assistant I/II - University of Florida

Administrative Assistant I/II

Administrative Duties:

• Greet and assist visitors, faculty, and students, refers inquiries to appropriate program area and/or staff, serves as liaison with other university departments and external agencies. 
• Coordinate and plan for meetings, prepare agendas, take minutes, and disseminate the minutes as needed; gather information, research and prep materials for meetings or presentations; plan for various interviews and meetings scheduling related to research, recruitment, or various programs or projects.  
• Ensure the FSI suite is clean, organized, and professional. 
• Ensure that the institute is well stocked with supplies, tracks and orders supplies as needed for day-to-day operations and special events. 
• Answer and direct incoming calls to the appropriate person or department. 
• Manage FSI’s conference room calendar. 
• Manage access control to the FSI suite, conference room, and labs. 
• Maintain contact information for all faculty, staff, affiliates who work with FSI in internal records and as appear on the FSI website. 
• Coordinate and keep up to date the FSI contact/mailing lists. 
• Ensure FSI lab training records are up to date. 
• Provide administrative support to FSI faculty and staff, including assistance with calendar management, meeting scheduling, completion and submission of forms, data entry, travel arrangements, and travel reimbursements.   
• Serve as a liaison with the department’s Travel Office to ensure travel arrangements and preparation of required documents for domestic and foreign travel requests and reimbursement.  
• Serve as a liaison with the department’s Fiscal office to ensure purchase arrangements and preparation of required documents for reimbursements and purchases that are in accordance with university policy and procedures.  
• Provide other general office duties as required. 

Assistance to Institute: 

• Develop and participate in recruiting events and collaborate with staff from FSI, the Department (ECE), and HWCOE teams to create opportunities to market and promote FSI. 
• Provide assistance and support for FSI events. 
• Operate and troubleshoot office equipment such as printers, scanners, and copiers. 
• Assist with basic IT issues and coordinate with IT support when necessary. 

Miscellaneous: 

• Perform a variety of duties as assigned by the Director and leadership according to the daily needs and operation of the Institute. This includes performing errands, solving urgent problems, and assisting with special projects. 
• Complete all relevant departmental, college, and/or university training and stay abreast of policies and procedures. 
• Maintain knowledge and compliance with university policies in sponsored research, purchasing, travel, employment appointments, etc. 
• Interact with faculty, students, staff and various representatives from participating agencies in a professional manner. 

Level 1: $16.00-$19.00/hr; Level II: $20.00-$23.00/hr; commensurate with qualifications and experience

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

Level II: High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

In order to be considered for this position, applicants must upload a cover letter and resume with application.

This is a time-limited position.

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.