Administrative Assistant II
Job Details
Job No: 541199
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 26040100 - HH-SPM ADMIN-INSTRUCTION
Job Description
Classification Title
Administrative Assistant II
Classification Minimum Requirements
High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Job Description
Provide administrative support to the department. Answer incoming calls for the departmental main phone line. Handle mail & FedEx shipments. Assist with Processing departmental invoices, purchase orders, and purchases through myUF Market, and PCard module.
Assist Office Manager with all department funding accounts.
Assist Office Manager with fiscal reports that are requested by the Department Chair and Dean's Office.
Assist with Monitoring inventory and purchase office supplies.
Assist with arranging catering for all department meetings and set up luncheons.
Assists with inputting job actions in ePAF in PeopleSoft for all permanent, visiting, adjunct, courtesy faculty, as well as staff, temporary OPS, and student assistant positions.
Maintains personnel files for each employee.
Oversees the processing of any international documents for faculty, staff, and students.
Manages onboarding process for new faculty and staff including new hire orientations, pertinent trainings and meetings.
Process disposals and surplus of assets.
Assist with the Organization of special events as needed (e.g. Business of Sport Symposium, Speaker series).
Maintains and updates information for academic advising and department events.
Support the UF Sports Analytics lab and the Associate Department Chair with any processing of hires, ordering materials, and equipment orders.
Support any center or institute hiring, and purchases and any other related expenses.
Process budget entries for noncredit certificates or other financial needs for the non-credit programs.
Monitors and troubleshoots student registrations in the non-credit programs.
Support the Department with ADA compliance monitoring.
Maintain website content and coordinate updates as needed.
Provide administrative support to the Department Chair
Assist Department Chair with initiatives related to Department success (e.g., collect information from faculty for monthly newsletter, attend board meetings and keep minutes of the meeting, assist with annual events such as the Business of Sport Symposium and other travel related requests.
Answers and screen calls for the Department Chair (when absent).
Coordinate (book flights, hotels, registrations) and Process Department Chair travel and any other related expenses the Department Chair incurs.
Keep and share minutes of all Department meetings or meetings organized by Chair.
Maintain information in a central location readily accessible for the Department Chair.
Responsible for obtaining the chair's approval and signature on various documents and correspondence; properly organizes and routes such documents in a timely manner.
Initiate and process department travel authorizations and purchasing related to research expenses or other categories for faculty, staff, students, and invited guests.
Initiate, process, and submit department travel expense reports and general reimbursements for faculty, staff, students, and invited guests.
Maintain submission forms that are current with the needs of the department, and provide instruction on process of authorizations and expense reports.
Verifies funds are available for travel expenses and reimbursements through various funding sources.
Keeps current on UF policies and regulations related to travel and other fiscal duties.
Maintains department spreadsheet tracking expenses on departmental allotments.
Provide academic support for the department.
Assist students, parents, and guests in scheduling appointments with the Academic Advisors.
Supports Chair, Academic Advisors, and Faculty on development of course scheduling each semester and obtain classrooms for courses.
Assists with the addition of new courses and sections as requested by the Department Chair and coordinate with the Registrar's Office as needed.
Facilitate classroom changes as required.
Course Scheduling for spring/summer/fall course offerings, Departmental Textbook Adoptions, semester Faculty Teaching Evaluations, and Indirect Cost Space Allocation Report.
Assists the Director of Engaged Learning and Outreach and the Internship coordinator with their programmatic needs.
Other miscellaneous duties as requested by Office Manager and Department Chair.
Expected Salary
$53,000-55,000 annual ($25-26 per hour) Commensurate with qualifications and experience
Required Qualifications
High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred
People Soft training as required; ability to handle telephone calls and in-person inquiries in a courteous and effective manner; skilled in the operation of equipment; knowledge of department and UF policies and regulations related to undergraduate advisement; ability to evaluate and make decisions; ability to establish and maintain effective working relations with others; knowledge of general office procedures and proper business styles and formats
Special Instructions to Applicants
In order to be considered, you must upload your cover letter, resume, and contact information for 3 professional references.
This is a time-limited position.
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.
Health Assessment Required: No
Applications Close: 18 September 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/541199
Our Commitment
The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
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