Administrative Support Assistant I

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

Job no: 515775
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Clerical, Veteran's Preference Eligible
Department:57140100 - LT-CTR-LT AMER STUDIES-ADMIN

Classification Title:

Administrative Support AST I

Job Description:

Assist Center Director

Provide administrative assistance to the Director. Responsibilities include, but are not limited to:

  • Managing calendars, handling travel arrangements, including TAs and Expense Reports.
  • Prepares routine correspondence to include donors’ letters and database maintenance, answers telephone, and manages the unit reception.
  • Coordinates special social functions as requested by Director.
  • Assists in scheduling and preparing documentation for Center-based faculty and Faculty Advisory Council meetings.
  • Provide assistance to the faculty members and staff of the Center

  • Serves as a public contact for the office and answers inquiries by e-mail, mail, telephone, and in-person.
  • Makes photocopies and sends/receives faxes.
  • Assists in maintaining Center’s database for mailing, e-mails, and listservs.
  • Handles incoming and outgoing mail.
  • Building Emergency Contact for 3rd floor Grinter Hall.
  • Assist with Center’s events

  • Handles logistics for internal events such as faculty retreat, recruitment, orientation, and Center’s social gatherings.
  • May assist Program Coordinators and Outreach with event logistics (set up and break down).
  • Arranges catering for various Center’s internal events and meetings.
  • Manages invitation and RSVP lists for Center’s internal events and meetings.
  • Assists with IT and AV equipment in 319 A and 376 Grinter Hall.
  • Manage office equipment and supplies

    • Maintains Center copier, fax, printer
    • Distributes and maintains accurate and up-to-date records of keys to faculty, staff, and students
    • Monitors inventory and orders office supplies
    • Places maintenance work orders, updates sign-out lists and maintains IT equipment inventory
    • Keep track of Center’s attractive items and property using the UF Asset Management Website

    Advertised Salary:

    $15.00-$17.24 hourly commensurate with experience

    Minimum Requirements:

    High school diploma or equivalent and one year of relevant experience.

    Preferred Qualifications:

    • Bilingual (preferred Spanish/Portuguese) since our office handles visitors and telephone calls from these speaking areas
    • Ability to organize time including dealing with constant interruptions and prioritize assignments
    • Ability to work well independently and be able to multi-task
    • Ability to communicate effectively verbally and in writing
    • Proficient in Microsoft Office Suite: Word, Excel, Publisher; PowerPoint, Access
    • Proficient in Adobe Acrobat Pro

    Special Instructions to Applicants:

    In order to be considered, you must upload your cover letter, references and resume.

    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.

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

    Health Assessment Required:


    Advertised: 12 Feb 2021 Eastern Standard Time
    Applications close: 07 Mar 2021 Eastern Standard Time

    Similar jobs

    Similar jobs