Administrative Assistant II

Job No: 536660

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 16220000 - LS-GEOGRAPHY

Job Description

Classification Title: Administrative Support Assistant II

Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience.

The Administrative Support Assistant II in the Department of Geography at the College of Liberal Arts and Sciences supports the administrative functions of the unit including fiscal, grants, and human resources operations. The Department of Geography is home to 24 full-time faculty, 1 adjunct faculty, and approximately 60 graduate students. This position assists with managing all Department research projects once awarded in concert with CLAS Shared Services Center/CLAS Research Office, management of submissions travel/other reimbursements, and will help support the appointment of graduate assistants and other department personnel.

• Manages PCard charges, Travel Authorizations, and reimbursement requests using sponsored funding for the department and submits to CLAS RO for processing. Coordinates with CLAS RO to ensure that transactions are processed and completed in a timely manner.
• Works with the Admin. Specialist II to manage project budgets and monitor sponsored program expenditures using various reporting tools.
• Tracks and reconciles expenditures on sponsored projects. Helps with the monthly reconciliation process for sponsored funds, ensuring that expenses are reasonable, allocable, and allowable.
• Helps create and manage project appointments for faculty, staff, and students including Student and Graduate Research Assistants.
• Assists the Admin. Specialist II in monitoring payroll distributions on contracts and grants and works with CLAS SSC to make any requested changes.
• Responsible for making and coordinating purchases for the department. Tracks and reports spending in coordination with the Admin. Specialist II and the CLAS Shared Services and CLAS Research Offices.
• Manages PCard charges and submits requests to CLAS SSC and CLAS RO for processing. Helps manage UF Travel Authorizations and Expense Report reimbursements for the department, and monitors expenses using material and supply fee and equipment use fees for all courses.
• Works with faculty, staff, and CLAS IT to create and submit requisitions and purchase orders for the department and works with CLAS SSC/RO to ensure invoice payments are processed in a timely manner.
• Helps with and acts as a backup for asset management in the department, ensuring property is tagged for tracking and submits surplus requests.
• Tracks and reconciles expenditures. Helps with the monthly reconciliation process for non-sponsored funds ensuring that expenses comply with UF policy, are appropriate for the funding source used, and are properly documented.
• Creates graduate tuition waivers and monitors for accuracy.
• Responsible for drafting appointment letters for adjunct faculty and drafts Graduate Assistants Letters of Appointment. Routes letters for signature and submits to CLAS SSC for processing.
• Reviews the department's personnel appointments for accuracy and works with CLAS Shared Services for any needed corrections.
• Helps monitor salary distributions for department personnel and works with the Admin. Specialist II and CLAS SSC to resolve any issues as they come up. Helps reconcile payroll expenditures and helps monitor projected payroll throughout the year.
• Helps support the department's Tenure and Promotion activities including OPT.
• Backup front-line personnel to serve as the public contact for the office. Greet visitors, students, and faculty. Answers phones, and routes inquiries to the proper destination by e-mail, mail, and/or in person when the Academic Assistant II is unavailable.
• Responsible for incoming and outgoing mail and may submit departmental work orders with UF Facilities Services, UF and CLAS IT, and other UF offices.
• Other general office duties, including but not limited to distributing/collecting keys; monitoring inventory and ordering office supplies.
• Other duties as assigned.

Expected Salary: $19.00 - $21.00/hrly

Required Qualifications: High school diploma or equivalent and four years of appropriate experience.

Preferred:

• 5+ years of relevant experience
• UF Pro3 certification
• Ability to communicate effectively, both verbally and in writing

Special Instructions to Applicants: 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. This requisition has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required: No

Applications Close: 10 September 2025

To apply, visit https://explore.jobs.ufl.edu/en-us/job/536660

Our Commitment: The University of Florida is an Equal Employment Opportunity Employer.