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Administrative Assistant II

Work type: Staff Full-Time

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

Department: 26030100 - HH-APK-ADMINISTRATION

Classification Title:

Administrative Assistant II

Classification Minimum Requirements:High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

Job Description:

Procurement

+ Responsible for managing the purchasing of commodities by processing purchase orders and auditing invoices.

+ Confer with department personnel to determine their needs and budgetary requirements to purchase materials, supplies, and equipment.

+ In collaboration with UF Procurement, prepares bid specifications, legal advertisements, formal bid invitations, and correspondence regarding purchasing companies.

+ Review, prepare, and approve transactions within established dollar limits and guidelines.

+ Interprets, explains and applies complex policies and procedures.

+ Researches, identifies, evaluates, supports, and resolves discrepancies.

+ Advises and assists faculty, staff, administrators, and outside venders and agencies.

+ Assists with administration of departmental and project activities.

+ Supervises the establishment of internal purchasing processes, including the training of faculty/staff/lab personnel.

+ Develops and implements departmental best practices for the management of purchasing goods.

+ Ensures compliance with federal, state, university and department regulations, policies and procedures and proactively communicates processes with relevant department personnel.

Fiscal/Budgetary

+ Performs the actions of accounts payables, accounts receivables, completing deposits, journal entries, and other functions required for fiscal management.

+ Serve as a back-up liaison for faculty recruitment travel arrangements and expense reimbursements.

+ Maintain up-to-date records and provide reports regularly.

Administrative Support

+ Responsible for serving as back-up for department faculty, staff, and students with travel and expense reimbursements.

+ Provide administrative support for the department as needed.

+ Serve as back-up to the Office Manager with functions including faculty searches; managing overhead and foundation accounts; preparing and executing paperwork and functions for hiring.

+ Serve as property management back-up coordinator: maintain an accurate and up-to-date record of attractive items.

Assist with special requests as directed by Office Manager and Department Chair; Other duties as assigned

Expected Salary:

Salary range is $25-$27 per hour, commensurate with qualifications and experience

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

Preferred:

Ideal candidates will possess:

+ Working knowledge of UF purchasing procedures and guidelines.

+ Excellent verbal and written communication skills, enabling effective conveyance of information in various contexts in a timely manner.

+ Demonstrated professionalism and meticulous attention to detail.

+ Ability to plan, organize and coordinate work assignments;

+ Proficiency in problem-solving techniques to address challenges effectively as they arise

+ Ability to work independently;

+ Confidence in operating telephones, personal computers, and standard software such as Microsoft Word, Excel, and PowerPoint, as well as proficiency in email and web browsing applications.

+ Proficiency in fundamental office practices, including file management systems and telephone etiquette.

+ Strong interpersonal skills, enabling the establishment and maintenance of effective working relationships with colleagues, superiors, and external contacts to foster a collaborative work environment.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references that can be contacted.

A criminal background check is required.

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.

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

Health Assessment Required:No

Advertised: 25 Jul 2025 Eastern Daylight Time

Applications close: 08 Aug 2025 Eastern Daylight Time