Job title: Administrative Support Assistant II
Company: University of Florida
Job description: Classification Title:Administrative Support AST II
Classification Minimum Requirements:High school diploma or equivalent and four years of relevant experience.
Job Description:This position will have a focus on administrative and office support duties including the daily operations of the Lake Nona College of Pharmacy Academic office. The Admin Support Assistant will be responsible for managing the administrative duties of the fast-paced office by establishing work priorities and developing procedures to ensure efficiency. Incumbent will be required to manage conflicting priorities and consistently meet deadlines with a high degree of accuracy. This position will also provide course support to assist in the management of class sessions.Office Operations: Responsible for the daily operations for the academic office including:
- Fiscal responsibilities, including assisting with UF vendor applications, processing electronic reimbursements, timely processing of departmental invoices in collaboration with the Fiscal Shared Services Center. Responsible for all food purchasing for COP campus. Serve as the PCard holder reconciling PCard statements. Submit purchase orders for approval and provide corresponding documentation to reviewer/approver for further processing and serving as a liaison with the Shared Services Center to process payments. Maintain the office budget, track departmental expenses.
- Serve as a backup for office operations for the research office during absences or times of high volume as required.
- Process travel/expense reports for academic group faculty/staff.
- Serve as a liaison with Communications/PR Director in Gainesville, updating on campus activities and faculty accomplishments.
- Coordinating Visiting Person’s schedules and logistics.
- Responsible for onboarding paperwork for new staff, faculty, and visiting students following protocol setup including IT Office to arrange computers and access for new employees by the SSC HR Team.
- Maintain files/databases; and manage department equipment and repairs.
- Support building and environmental services. Be the liaison between College of Pharmacy and building/environmental services. Identify space issues and needs as well coordinating classroom, conference room and auditory scheduling.
- State vehicle-calendar, maintenance, etc.
- Provides backup support when area is short staffed which may include reception in academic office suite or CPSP.
Academic Office Support:
- Complete room scheduling for classes, laboratories, meeting, events, etc.
- Complete class and laboratory room readiness and assure responsible parties properly prepared class and laboratory rooms (clean, orderly, and AV/IT equipment is in working order).
- Maintain google calendar for 1st-3rd academic year cohorts.
- Proctor exams/quizzes as needed.
- Provide in class academic support as needed.
- Order Lab/office supplies as needed to support academic program.
- Provide support to Student Affairs Coordinator for student event activities and events.
- Exam logistics: accommodations, preparation, communication with proctors, make up exams,
proctor onboarding (building access, training, scheduling, etc).
- Support interprofessional education events.
- Projects in support of professional education initiatives.
- Maintain LN admin calendar, hotel office scheduling, and state vehicle maintenance.
- Other duties as assigned.
Course Support:Assisting in the management of class sessions for interactive group learning that are part of the blended curriculum. In collaboration with the faculty, academic coordinators, and instructional design team, assist with the management and delivery of multiple courses, including course content, and other course related materials. Responsible for partnering with the instructional technologies team to get course content delivered/executed.
Expected Salary:$21.50 – $23.00Employment Benefits include:Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.Leave: UF Faculty and Staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts.To learn more visit: hr.ufl.edu/benefitsRequired Qualifications:High school diploma or equivalent and four years of relevant experience.
Preferred:Ideal candidate will possess:
- A Bachelor’s degree in a business or a related field.
- Strong customer service skills and ability to establish and maintain effective working relationships with both internal University contacts and external clients.
- Ability to maintain composure and professionalism in stressful situations.
- Manages confidential information appropriately and professionally.
- Excellent verbal and written communication and interpersonal skills.
- Ability to plan, organize, and coordinate work assignments.
- Ability to understand and apply rules, regulations, and policies.
- Ability to function independently.
- Working knowledge of University of Florida, and State University System particularly as these relate to academic and student related personnel policies and procedures.
- Ability to deal with students, staff, faculty, and the public including alumni, parents of students, and other professionals in a courteous and tactful manner.
- Ability to track and follow-through on numerous projects simultaneously.
- Ability to efficiently and effectively apply problem-solving techniques.
- Skill in the preparation of correspondence and reports using a personal computer, as well as knowledge of effective office procedures.
- Ability to quickly prioritize work demands.
Special Instructions to Applicants:To be considered, you must upload your cover letter, resume, and list of three professional references.The University of Florida recognizes the value of telecommuting in fostering a flexible work environment; therefore, some consideration may be given to hybrid work after successful completion of the onboarding and training period.Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: NoAdvertised: 18 Jun 2025 Eastern Daylight Time
Applications close: 07 Jul 2025 Eastern Daylight Time
Expected salary:
Location: Gainesville, FL
Job date: Thu, 19 Jun 2025 22:31:46 GMT
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