Administrative Support AST II
Inside Higher Ed, Gainesville, FL, United States
Overview
Job No: 536895
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 63100100 - FS-DIRECTORS OFC-ADMIN
Classification Title: Administrative Support Assistant II
Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience.
Responsibilities
Performs confidential, routine, and non-routine administrative duties; provide reception services, schedule appointments, meetings, and travel; maintain calendars; prepare and proofread correspondence, reports, and other documents prepared by a supervisor; organize and maintain paper and electronic filing systems; initiate recurring administrative processes; coordinate projects; and assist in the completion of reports by researching and gathering required information and preparing reports. Attend meetings to take notes, produce minutes of meetings, and follow up assignments.
Organize and maintain a complex system of files and records, both physical and electronic; perform data entry; collect requested data and materials as needed; route and track requests for signature; support purchasing requirements for the department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required; update, scan and purge office files and archives when necessary.
Assist with employment processes by preparing position authorization forms and personnel action forms and monitoring their approval; monitor and maintain credential files of applicants; prepare master files for search committees; may assist in scheduling interviews and preparing correspondence to applicants; enter required information into the applicant database; assist with onboarding of new employees to ensure they are provided with the access, tools and information they need to begin employment.
Maintain office mail, department work orders, equipment inventory in Asset Management and in the computer/mobile device tracking system, and vehicle inventory; compile data, conduct research, perform independent analysis, and formulate recommendations on administrative matters; answer and direct phone calls, take messages, and field/answer routine questions; serve as a unit contact and liaison to the public and other university departments; assist department employees with administrative questions and tasks; prepare and maintain files for compliance reporting.
Qualifications
Required Qualifications:
High school diploma or equivalent and four years of relevant experience.
Preferred:
The ability to properly handle confidential personnel information; strong organizational skills; ability to meet deadlines; ability to work independently and problem-solving capabilities; excellent written and verbal communication skills with the ability to communicate clearly and accurately; ability to work independently and cooperatively as part of a team; extensive word processing, spreadsheet development, database and computer skills; Windows, MS Word, MS Excel, MS Outlook, MS PowerPoint, preferably Internet Explorer, and database software experience; accuracy, attention to detail, and a customer service-oriented attitude.
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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Job No: 536895
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 63100100 - FS-DIRECTORS OFC-ADMIN
Classification Title: Administrative Support Assistant II
Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience.
Responsibilities
Performs confidential, routine, and non-routine administrative duties; provide reception services, schedule appointments, meetings, and travel; maintain calendars; prepare and proofread correspondence, reports, and other documents prepared by a supervisor; organize and maintain paper and electronic filing systems; initiate recurring administrative processes; coordinate projects; and assist in the completion of reports by researching and gathering required information and preparing reports. Attend meetings to take notes, produce minutes of meetings, and follow up assignments.
Organize and maintain a complex system of files and records, both physical and electronic; perform data entry; collect requested data and materials as needed; route and track requests for signature; support purchasing requirements for the department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required; update, scan and purge office files and archives when necessary.
Assist with employment processes by preparing position authorization forms and personnel action forms and monitoring their approval; monitor and maintain credential files of applicants; prepare master files for search committees; may assist in scheduling interviews and preparing correspondence to applicants; enter required information into the applicant database; assist with onboarding of new employees to ensure they are provided with the access, tools and information they need to begin employment.
Maintain office mail, department work orders, equipment inventory in Asset Management and in the computer/mobile device tracking system, and vehicle inventory; compile data, conduct research, perform independent analysis, and formulate recommendations on administrative matters; answer and direct phone calls, take messages, and field/answer routine questions; serve as a unit contact and liaison to the public and other university departments; assist department employees with administrative questions and tasks; prepare and maintain files for compliance reporting.
Qualifications
Required Qualifications:
High school diploma or equivalent and four years of relevant experience.
Preferred:
The ability to properly handle confidential personnel information; strong organizational skills; ability to meet deadlines; ability to work independently and problem-solving capabilities; excellent written and verbal communication skills with the ability to communicate clearly and accurately; ability to work independently and cooperatively as part of a team; extensive word processing, spreadsheet development, database and computer skills; Windows, MS Word, MS Excel, MS Outlook, MS PowerPoint, preferably Internet Explorer, and database software experience; accuracy, attention to detail, and a customer service-oriented attitude.
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.
#J-18808-Ljbffr