Administrative Support Assistant II

Main Campus (Gainesville, FL)
Feb 13, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515764
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Clerical, Veteran's Preference Eligible
Department:16360100 - LS-PHYSICS-GENERAL

Classification Title:

Administrative Support Assistant II

Job Description:

The Department of Physics is seeking an Administrative Support Assistant II. This position provides clerical, payroll, fiscal and undergraduate program support for the Department of Physics, College of Liberal Arts and Sciences (CLAS) at the University of Florida (UF). This position assists with payroll/personnel and time and labor issues, and backs up the administration of the Department’s undergraduate program. The incumbent is responsible for supporting all travelers on department funds, scanning personnel files, answering the Department’s main phone line, sorting and distributing mail, shipping packages, ordering office supplies and handling calendars for meeting rooms. Duties and responsibilities include, but are not limited to:

Answer multi phone line system, greet visitors and guests in the reception area, and help guests locate department members. Assist students and department members who come to the reception area with various questions.

On a daily basis, distribute incoming mail to department mailboxes and send out packages for department members as needed. Maintain the package log and help distribute packages from the shipping and receiving room. Organize supply and mailing cabinets.

Responsible for scanning Personnel Files into our Physics Share System.

Monitor and where necessary restock the Department’s office supplies.

Maintain shared calendars of the main conference room and other Physics meeting rooms.

Monitor and maintain usage log and license forms of approved drivers of Physics-operated vehicles. Ensure that vehicle logs are being recorded properly with mileage and with an appropriate UF Business purpose.

Assist Administrative Specialist in arranging departmental meetings and official social events.

Back up the Administrative Specialist in the event of absence, supporting routine activities of the office.

Payroll/Personnel Back-up

Backs up the Administrative Specialist for departmental payroll/personnel functions.

Responsible for precise review of pay lists to ensure all employees are paid correctly and that no under- or over-payments occur, or inaccurate overtime compensation time is accrued. Serve as back-up for all retro payments and distributions. Review time and labor entries for the department and follow up with staff to make any necessary corrections, or to obtain approvals.

Assist in submitting Human Resources related transactions, such as creating positions, processing new hire packets, job modifications within myUFL and posting job requisitions. Assist with onboarding process of new employees and helps process foreign national documents for new hires as well as processing renewals for current employees.


Make travel arrangements for faculty, postdocs, students, and department visitors whose travel is supported with departmental funds (as distinct from external grants). Schedule visitors’ meetings and seminars, including speakers at colloquia and seminars held weekly during the fall and spring semesters. This position is responsible for working with the visitor and their local host in making all reservations pertaining to the visit and collecting all information needed for the Travel Authorization and Expense Report. Ensure that the visitor is assigned a UFID in advance and set up as a UF Traveler in a timely manner.

Undergraduate Program Back-up

Serve as back-up to the undergraduate academic assistant. Assist in preparing and submitting each semester’s course schedule and input course delivery data for the Department of Physics. Must be knowledgeable of academic information to provide to the Dean’s Office for special funded courses (e.g., UF Online, and Pre-Health Post-Bac). Be familiar with setting up online teacher evaluations and communicate with instructors concerning these evaluations. Gather and input grades for the Physics research courses, and ensure on-time submission of grades for all Physics courses. Help in scheduling rooms for assembly exams in undergraduate courses, and for other purposes for the Physics faculty.

Help maintain records of the following departmental instructional activities: drop/add of Physics courses; student petitions; grade change forms and incomplete grade contracts. Prepare instructional data reports each semester as needed. Maintain up-to-date academic record archives for the department per UF retention policies.

Assist students with enrollment in undergraduate courses. During drop/add period provide administrative support to Undergraduate Coordinator to help manage student waiting list for course enrollment.

Expected Salary:

The salary range is $16.25 - $18.50 per hour, commensurate with qualifications and experience.

Minimum Requirements:

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

Preferred Qualifications:

Employee should work independently with minimal supervision following instruction from Department Chair, and Admin Specialist in accordance with University of Florida policies and procedures.

Ability to initiate, compile, organize, and analyze data.

Ability to communicate effectively, verbally and in writing.

Knowledge of People Soft, computers, university policies and procedures.

Ability to assign, review and coordinate work.

Stay updated on all changes and new systems implemented by attending workshop training classes.

Special Instructions to Applicants:

This position is open to current UF employees only.

In order to be considered, you must upload your cover letter, resume, and the names and contact information of three professional references.

Application must be submitted by 11:55 p.m. (ET) 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:


Advertised: 12 Feb 2021 Eastern Standard Time
Applications close: 25 Feb 2021 Eastern Standard Time

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