OPS Administrative Assistant

Location
Main Campus (Gainesville, FL)
Posted
Apr 10, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516323
Work type: Temp Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Agriculture/Life Science/Vet Medicine
Department:28040000 - VM-LACS

Classification Title:

OPS Administrative Assistant

Job Description:

Manages travel needs for the Department. Makes domestic and international travel arrangements for department members; including verification of funds, submitting required forms and obtaining appropriate authorization. Acts as a liaison between person traveling and outside agencies, such as car rental agencies, travel agents, and airlines. Prepares Expense Report for reimbursement on travel expenses within timeframe outlined by the University. This position will be responsible to ensure that all travel expenses stay within University guidelines and that expenses have been kept to a minimal (cost efficient). Provides department faculty and staff with updates when the University makes a change to travel procedures.

Receptionist for the department; answers phones, routes calls, issues parking passes to visitors and maintains log of visitors and passes issued for audit purposes. Schedule various meetings and meeting rooms. Responsible for all mail and packaging needs for the department. Update faculty and staff mailboxes as needed; assign and set up new mailboxes. Participate in various errands throughout the day, including transportation of other faculty or staff on campus and assisting with faculty candidates while in Gainesville for interviews.

Assists faculty and staff with office related purchases. This can include assistance with specific orders, maintaining the departmental office supplies, and acting as a liaison between the department and the purchasing group in Financial Services.

Maintains daily vehicle usage calendar to schedule vehicle usage for faculty and staff. Maintains department vehicles, including maintenance, repairs, regular checks for cleanliness and fuel. Ensure vehicle logs are properly completed and collected monthly for audit purposes. Ensure all faculty and staff are aware of proper use of vehicles and who is authorized to drive the state vehicles.

Through coordination with Administrative Specialist processes all visitor/ volunteer/ Courtesy Faculty paperwork for the department. This includes collecting necessary documents, informing College HR of the “new hire”, maintaining spreadsheet of all visitors/ volunteers with start and end dates. Extend end dates when necessary. Assist faculty with J1 process for Foreign National visitors

Works with Administrative Specialist to gather information for annual space inventory.

Monitor and maintain the storage area, mail room, LACS conference room, reception area and kitchen daily to ensure all are kept clean and organized, well stocked with supplies, etc. Initiate work requests through Facilities when repairs or maintenance is needed to a room.

Through coordination with Administrative Specialist provide support and process new or relocating faculty, staff, residents, interns and graduate students in the department by assisting with office set-up, arranging movement of furniture, ensure phone and computer are in place, prepare new signage for rooms. This includes assisting incoming faculty and staff with office supply needs, ordering business cards, requesting keys and orienting them on how to access and use departmental printers.

Various other related duties as required or needed.

Expected Salary:

$15.00 - $16.00 per hour

Minimum Requirements:

High school diploma or equivalent and one year of appropriate experience

Preferred Qualifications:

  1. Computer proficient and ability to use various programs, including Word, Excel, Outlook, etc.
  2. Ability to communicate verbally and in writing.
  3. Ability to juggle various tasks, prioritize, provide follow up, organize and work independently.
  4. Welcoming and helpful nature.
  5. Ability to maintain a filing system
  6. Excellent phone skills, ability to interact professionally.
  7. Valid Driver’s License

Special Instructions to Applicants:

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

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

Health Assessment Required:

No

Advertised: 16 Apr 2021 Eastern Daylight Time
Applications close: 19 Apr 2021 Eastern Daylight Time

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