Administrative Support AST II

Location
Main Campus (Gainesville, FL)
Posted
Jan 20, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515554
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:02010700 - PV-OMBUDS OFFICE

Advertised: 19 Jan 2021 Eastern Standard Time
Applications close: 29 Jan 2021 Eastern Standard Time

Classification Title:

Administrative Support AST II

Job Description:

Provides administrative and secretarial support to the Ombuds Office. This person assists students and others by acting as the primary point of contact for the office. Coordinates internal and external contacts and communications. Maintains confidential files. Researches and gathers information to assist the Ombuds in developing reports. Makes independent decisions in the absence of the Ombuds. Provides oversight of budget and processes fiscal transactions.

Provides administrative and secretarial assistance to the Ombuds. Including preparation of internal and external correspondence, reports, and brochures.

Greets and assists clients, answers phone and maintains the Ombuds appointment calendar, confidential files, and database. Serves as initial contact for clients, providing assistance and referrals as directed by the Ombuds.

In the Ombuds absence, makes decisions independently regarding assistance and referrals for clients. This may include, but is not limited to, researching the appeals process, filing a grievance, or giving direction on policies and regulations to students, parents or other university personnel.

Coordinates travel arrangements, makes reservations, processes travel authorizations and expense reports. Reconciles PCards for approval and adheres to the Provost Office invoice procedures.

Recommends and coordinates updates to Ombuds website.

Monday – Friday, 8:00AM to 5:00PM. On occasion, extended hours may be needed in order to complete special projects.

Because this is a two person office with only the Ombuds and the Administrative Support Assistant II, the assistant must maintain the office during the Ombuds absence.

Advertised Salary:

Negotiable based on qualifications and experience up to $44,000

Minimum Requirements:

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

Preferred Qualifications:

  • Knowledge of and ability to use discretion in handing sensitive subjects.
  • Ability to prioritize, plan, organize, and coordinate work assignments.
  • Excellent typing skills.
  • Ability to organize and maintain files.
  • Knowledge of and ability to use correct spelling, punctuation, grammar, editing and composition skills.
  • Knowledge of and ability to use Microsoft Office software.
  • Ability to establish and maintain effective working relationships with others.
  • Working knowledge of University business practices, rules and guidelines.
  • Experience in higher education administration.

Special Instructions to Applicants:

In order to be considered for this position, applicants must upload a résumé.

Applications must be submitted by 11:55 p.m. 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

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