Administrative Assistant I

Classification Title

Administrative Assistant I

Classification Minimum Requirements

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

Job Description

The Administrative Assistant I supports the department's daily administrative and operational functions and serves as a key point of contact for faculty, staff, students, and visitors. This position assists with front-office operations, travel and expense coordination, facilities and security processes, records management, event support, and basic fiscal activities. The role requires strong customer service, organization, attention to detail, and the ability to manage multiple priorities while supporting efficient department operations.

Department Operations

• Serve as a receptionist and point of contact for external communications, mail, deliveries, phone calls, and front-office logistics.
• Maintain department meeting space and vehicle calendars, record retention processes, and PrintSmart device support.
• Manage department key inventory, punch lock, and Lenel systems to support the security of research, teaching, and academic spaces.
• Coordinate facilities requests, equipment requests, repairs, upgrades, and follow-up on work order completion.
• Assist with annual space report interviews and data entry.
• Process semester setup for student/teacher evaluations and communicate deadlines and required actions to instructors.
• Assist with planning and execution of department-wide events, including receptions, open houses, holiday parties, and recruitment weekends.

Travel Coordination

• Arrange travel for faculty, students, and visitors, including ticket purchases, transportation, lodging, travel requests, and expense reports.
• Prepare required savings justifications and process international travel-related needs.
• Process foreign travel equipment requests in accordance with UF Travel and Asset Management policy.
• Apply UF travel and purchasing guidance to support compliant arrangements for travelers and department activities.

Fiscal Support

• Assist with transaction input, account reconciliation, reports, spreadsheet annotations, and fiscal verification.
• Process journal entries to transfer scholarship funds or correct fiscal transactions as required by the department.
• Serve as P-Card auditor for department employees with purchasing authority.
• Inventory and identify departmental property with decal tags through myAssets.