Administrative Assistant II, Office for Community & Belonging - University of Florida

Provides facility management for the Office for Community & Belonging’s facilities and spaces through various functions including but not limited to:

• Managing facilities operations, including but not limited to opening, closing, maintenance of emergency procedures, maintenance of fire safety procedures, record keeping, overseeing building security protocols and access control room set-up,
• Conducts regular maintenance checks and schedules maintenance repairs, etc.,
• Coordinates with maintenance staff and vendors to ensure timely repairs and upkeep of facilities indoors and outdoors.
• Creates and tracks work orders for maintenance, technology, and other facility needs to ensure the space is functional and operational.
• Coordinate tracking of space usage/visits, and office supply inventory. Be familiar with emergency evacuation procedures and building safety protocols.
• Serving as a building emergency contact as needed and assist in maintaining updated emergency contact information and policies and procedures.
• Participate and coordinate with appropriate authorities in emergency drills, safety inspections, etc., as required by University, local, state and federal laws (as required).
• Prepare and review operational equipment, reports, and schedules to ensure accuracy and efficiency.

Provide administrative support for the Office of Community and Belonging staff, (including coordination of meetings, calendars, events, etc.).

• Providing excellent customer service for students and guests to ensure a welcoming and hospitable environment.
• Develop operational standards and procedures for the office and its staff.
• Manage and/or assist with special events, selection processes, research projects, assessment, and other programs/activities (as needed).
• Providing support in the hiring of student assistants and coordinating staff schedules for desk coverage as needed
• Answer telephones, assist office visitors, answer related questions, and provide departmental reception desk coverage at the Institutes as needed. 
• Facilitate space reservations and coordinate venue reservations
• Read through contracts, regulations, and procedural guidelines to ensure comprehension and compliance.

Assist in organizing   campus and community events for the Office of Community and Belonging and Division of Student Life

• Assist Office of Community and Belonging staff in the execution of their duties and responsibilities.
• Assist aiding department wide cornerstone events, as directed.
• Purchase supplies and materials, coordinate venue reservations.
• Provide support to students and guest that utilize the space for events and programs

Update and maintain department databases containing various lists, alumni donors, student programs, student ambassadors and volunteers (past and present), mailing lists, evaluation charts, etc.

Supports office in organizing assessment data and developing reports (department annual report, CAS standards updates, diverse student demographic data with UF institutional research).

Other duties as assigned.

EDUCATION & TRAINING
- Bachelor’s degree in business, hospitality, event management or similar degree
- Education in Hospitality, Business, Management, Operations, etc.

- Training in emergency or building management, etc.

EXPERIENCE
- Significant program support experience
- Experience with Microsoft Office and Access
- Experience with Qualtrics assessment platform

- Experience with Customer Service

- Experience overseeing facilities and building operations including administrative duties in an office setting

KNOWLEDGE
- Familiarity with correspondence related tasks, such as mail merge and address labels
- Familiarity with University of Florida (UF) policies and procedures
- Familiarity with PeopleSoft, Lenel Systems, Genetec Systems, University databases, etc.

ABILITIES
- Ability to multi-task, and prioritize tasks
- Ability to organize information
- Ability to assist in research/assessment activities

- Ability to work independently

OTHER QUALIFICATIONS
- Willingness to attend training and learn UF PeopleSoft applications
- Energetic, helpful, and welcoming personality
- Good judgment
- Professional demeanor and attitude