Administrative Assistant II - University of Florida

Administrative Assistant II

QTP Administrative Support

Assist the QTP faculty members with their academic and research administrative needs. Prepare tests and lecture notes, schedule weekly seminars for students, and compile attendance information from the seminars. Enters grant proposals into the University of Florida’s Integrated Research Support Tool (UFIRST), Grants.gov, and Fastlane. Prepare reports for research sponsors and submits research papers for publication. Coordinate events, support activities within the office/QTP or provide support to faculty. Monitor and update the QTP email lists. Create QTP space report.

Financial and Fiscal Management

Makes purchases. Processes requisitions and purchase orders, reviewing each order for accuracy, completeness, and appropriateness. Maintain office supply inventory and interact with vendors Verify and approve state PCard transactions. Checking the budget, ensure the charges are appropriate, and verify the charges against the backup provided by the PCard holder. Monthly completion of grant reviews and cash-based reviews. Downloading the transactions from the PeopleSoft accounting system into the grant review file, ensuring transactions are appropriate, and that the balances are accurate; and then sending the completed file to the faculty member to review. Complete journal entries to correct transactions and spreadsheet journals for billing (as necessary).

Sanibel Symposium

Work with the UF Conference Department to coordinate the annual Sanibel Symposium; collect money as a registration fee from the participants for the yearly Sanibel Symposium, book venue; prepare and send advertisements; manage correspondence with participants; monitor registrations; arrange catering; arrange hotel room block; make room reservations for QTP faculty and students; apply for grants to support Sanibel symposium; create booklet, prepare schedule for lectures and poster sessions, create badges and promotional materials; update and assist in developing Sanibel website; coordinate the team, set priorities and delegate tasks; describe roles and responsibilities of volunteers for Sanibel Symposium; prepare and send invitation letters to speakers; collect abstracts from participants for lectures and poster sessions; prepare letter of attendance for participants; review each invoice for accuracy and make payments for catering and QTP room reservation.

Travel and Expense Management

Maintain the travel schedule for Chemistry faculty members, QTP students and QTP visitors. Coordinate travel arrangements, make reservations, process expense reimbursements, create travel authorizations and prepare expense reports. Review, interpret and communicate both federal and UF guidelines for travel and expenses. The position will require purchasing airline tickets directly or through a travel agent, hotel reservations, transportation arrangements, and any other items related to travel for both UF and non-UF individuals. This includes being the main point of contact for UF travel policies and directives as well as US and foreign travel restrictions and requirements.

General Office Support

Maintaining various office files for correspondence, reprints, class materials, and manuscript reviews. Preparation and archiving of teaching materials and assistance with teaching-related paperwork. Keep secure early, late and make-up exams for individual professors of division. Coordinate with ASO Chair and divisional faculty on Graduate Assistant teaching assignments each semester. Retrieve, disperse and process divisional mail. Key Operator for divisional copy machine, laser printer, and scanner. Calculate and maintain monthly use-percentage charts of machines to aid the fiscal office. Supervise office supplies inventory. Provide Chemical Stores Manager with an updated list of faculty, post-docs and graduate students from the division authorized to purchase chemicals. Create and maintain a record of individuals requesting publication reprints.

Serve as administrative liaison for visitors seeking a J1 visa. Interact with international academic colleagues, guest speakers, and individuals on sabbatical and guide them through the DS-2019 application process. Ensure visitors are in compliance with guidelines set for by the Department of Homeland Security and the UF International Center. Prepare and submit extensions and other changes for J1 participants within QTP offices and laboratories.

Perform other duties as assigned by faculty or supervisor.

$18.00 - $20.00

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

Working knowledge of the use of a multi-line telephone, copier / scanner, printer, desktop computer, adding machine, navigating the internet and email. Microsoft Office (Word, Excel) is heavily utilized, and incumbent will be expected to perform these tasks at an intermediate level.

Ability to create fillable pdf forms.

Intermediate mathematical skills.

Ability to effectively communicate both verbally and in writing; accurately interpret ideas, information, and needs through the application of appropriate communication avenues.

Knowledge and ability to work with a variety of individuals and groups constructively and collaboratively.

Ability to manage multiple concurrent objectives, projects, activities and make effective judgments as to prioritizing and time allocation.

Experience working at a University performing various fiscal functions, has a working knowledge of PeopleSoft & myUF Marketplace, and an understanding of the different funding sources at the University (i.e., Foundation, State, auxiliary, grants, IDC, residual funds).

Incumbent must maintain a professional appearance and demeanor when serving as the public contact for their assigned office.

This position requires a candidate that demonstrates proficiency in moderately complex administrative functions, including serving as a resource on issues, policies, and procedures, and contributing to the development of processes in and for the group.

Knowledge on practices of University administrative process; computer database management, record and file management; experience in planning, organization and coordination of work assignments to facilitate efficiency and meet deadlines; ability to work with minimal supervision and take independent responsibility for office administration when supervisor travels.

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.