• Administrative Assistant II

    University of Florida (Gainesville, FL)


    Administrative Assistant II

     

    Work type: Staff Full-Time

     

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

     

    Department: 11030000 - RE-PERSONNEL SERVICES

    Classification Title:

    Administrative Assistant II

    Classification Minimum Requirements:

    High school diploma or equivalent and four years of relevant experience.

    Job Description:

    Administrative and Human Resource Duties

     

    Assists in processing new hires (OPS, Volunteers, TEAMS, Student Assistant, Graduate Assistant, Fellows and foreign national) including posting positions, processing background checks, performing pre-hire experience verifications, and completing necessary new hire paperwork, ensuring new hires are processed following university, state and federal regulations.

     

    Process various job edits, reclassifications, changes in FTE, reclassifications, non-renewals, terminations/resignations and leave cash-outs.

     

    Maintain and track positions within UF | Research, ensuring position descriptions and position numbers are properly assigned and maintained.

     

    Review time and labor for an assigned portfolio of departments on a bi-weekly basis through review of timesheets, leave applications and paylists. Assist in managing and retaining leave calendar and applications, and processing various payroll-related actions as-needed.

     

    Process and update payroll distributions, ensuring information entered is accurate and has necessary backup, as needed.

     

    Assist in distributing mail and securing UF | Research’s offices, daily when assigned.

     

    Travel and Fiscal Support

     

    Serve as one of UF | Research’s point of contacts for travel processing through providing assistance in creating travel authorizations, booking travel, and initiating expense reports.

     

    Review applications for graduate student requests for travel funds and faculty requests for conference funds. This includes ensuring all eligibility criteria is met, drafting letters for the Vice President for Research’s approval, and disseminating letters to applicants.

    Assistance to the Director for Human Resources

    The Administrative Assistant II will perform a variety of duties as assigned by the Director of Human Resources according to daily needs and operation of UF | Research, Personnel Services. This includes performing errands, scheduling, reporting services/repairs, distributing mail, and performing special projects as assigned.

    Space Certifications

    Assist in coordinating space inventory interviews with department staff. Responsible for entry into UF’s Space Inventory and Allocation System, ensuring all departmental space is accurately coded and accounted for.

     

    Responsible for online directory upkeep, calendar maintenance, state vehicle reservations, supply orders, GatorOne ID authorizations, creation of UFID’s and affiliations for external researchers.

     

    The Administrative Assistant will be cross-trained to assist in all areas of the office during peak workload periods.

    Expected Salary:

    Commensurate with Education and Experience.

    Required Qualifications:

    High school diploma or equivalent and four years of relevant experience.

    Preferred:

    Bachelor’s degree; understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy; effective communication skills; ability to manage multiple concurrent projects and make effective judgment to prioritize assignments; knowledge and ability to use office support tools, e.g., excel spreadsheets, organization charts and e-mail communication; ability to work with a variety of individuals in a constructive and collaborative manner; knowledge of office administration, ability to carry out ongoing office administration tasks effective and efficiently in support of UF Research; ability to meet or exceed employee needs and provide excellent service in a direct or indirect manner; maintain confidentiality of all information entrusted to this position; and ability to work effectively as part of a team.

    Special Instructions to Applicants:

    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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

     

    In order to be considered, applicants must provide their cover letter, resume and list of professional references.

     

    A criminal background check is required.

     

    This position is located on the University of Florida main campus in Gainesville, FL and is not a remote work position.

     

    Application must be submitted by 11:55 p.m. (ET) of the posting end date.

     

    Health Assessment Required:No

     

    Advertised: 28 May 2025 Eastern Daylight Time

     

    Applications close: 04 Jun 2025 Eastern Daylight Time