Administrative Support AST II
Job no: 516513
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical
Department:02010100 - PV-ADMINISTRATION
Administrative Support Assistant IIJob Description:
Serves as the public contact for the Office of the Provost. Filters callers based on their needs/area of information and routes callers as appropriate. Assembles and greets guests and visitors, escorting them to the appropriate area. Receives and reviews mail for the Office and disseminates, as appropriate. Maintains the Provost mail log by entering in all mail that is received for the Provost and processing all documents that the Provost signs.
Provides administrative support to the Executive Assistant to the Provost and Senior Vice President for Academic Affairs and other staff within the Office of the Provost by assisting with various projects. Provides support to the Provost in the Executive Assistant’s absence.
Serves as the key point of contact for the copy machine by ensuring that a service call is placed, when necessary. Keeps a ready stock of supplies for the copier and ensures that it is always fully stocked with paper. Maintains the copy room and ensures that it is always kept tidy.
Serves as the key point of contact for the kitchen. Ensures that the coffee machine is functioning and, if necessary, placing a service call. Maintains all the supplies for the kitchen and making sure it is always kept tidy. Ensuring that the water and sodas are always kept stocked in the refrigerator.
Orders all office supplies for the office and keeps the supply closet stocked, as necessary.
Responsible for maintaining the database of committee assignments for the University Committees, requiring working with various offices at the Vice Presidential level and the Faculty Senate and their staff to ensure updates are made appropriately, and distribution of committee assignments to the appropriate administrator.
Coordinates the quarterly office lunches and assists the other support staff within the office with various events, as requested.
Receives and processes requests from various colleges for a Certificate of Participation and enters the information into the myUFL system.
Monitors the Office of the Provost website and makes changes, as necessary and requested.
Responsible for completing the space inventory in the Space Reporting and Allocation System.
Serves as the Property Custodian and handles all aspects of the inventory in Asset Management.
Requests works orders (IT and maintenance), as requested or necessary.
Monitors and reports monthly that the AED machine is working properly.
Orders business cards, as requested and stationery for the office, as necessary.
Responsible for managing the conference room calendar and keeping the room always tidy.
Orders the Service Drive Parking Passes annually for the office and requests.
Serves as the Building Emergency Coordinator for the office.
Takes initiative to learn new skills related to job performance.
Serves as backup for the Administrative Support Assistant III in his or her absence.Expected Salary:
$33,800-$54,000 with salary negotiable based on experience.Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.Preferred Qualifications:
Administrative experience and familiarity with the roles of academic leaders (chairs, directors, and deans) in order to effectively and proactively provide the required level of professional assistance.
Incumbent should be proficient in Microsoft Office including Outlook, Word, Excel, Access and PowerPoint. Demonstrated ease with learning new programs and competence in project management skills is desired.
Maintain strict confidentiality at all times and a willingness to perform administrative services such as answering phones, retrieving phone system messages, making calls and recording minutes.
Interact professionally with the public in a sensitive and professional manner, screen requests and materials effectively and efficiently, and handle a variety of situations readily.
The incumbent must have a talent for listening carefully and communicating tactfully.
Ability to work independently and also as part of a team.
Must be articulate and have a good command of the English language. Proficient writing skills and the ability to compose correspondence, edit, and proofread.
Must be punctual and maintain an excellent attendance record.
Must be organized with the ability to prioritize own work and proceed with minimal supervision.
Consistently demonstrate personal initiative: display interest in the overall well-being of the Provost’s Office and University goals and take initiative to assist whenever possible in the success of the institution.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:
Advertised: 29 Apr 2021 Eastern Daylight Time
Applications close: 07 May 2021 Eastern Daylight Time