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Administrative Support AST II

University of Florida
Main Campus (Gainesville, FL)

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Job no: 523133
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Clerical, Veteran's Preference Eligible
Department:63700100 - FS-UTILITIES-ADMIN

Classification Title:

Administrative Support Assistant II

Job Description:

Performs confidential, routine, and non-routine administrative duties; provide reception services, schedule appointments, meetings, and travel, maintain various calendars, prepare and proofread correspondence, reports, and other documents prepared by a supervisor, organize and maintain paper and electronic filing systems, initiate recurring administrative processes, such as updating personnel information, coordinate projects, and assist in the completion of reports by researching and gathering required information and prepare reports. Attend meetings to take notes, produce minutes of meetings, and follow up assignments. Organize and maintain a complex system of files and records, both physical and electronic material, perform data entry, collect requested data and materials as needed, route and track requests for signature; Support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. As directed, routinely update, scan and purge office files and archives when necessary.

Assists with employment processes by preparing position authorization forms and personnel action forms and monitoring their approval, monitoring and maintaining credential files of applicants, preparing master files for search committees, may assist in scheduling interviews, preparing correspondence to applicants, entering required information into the applicant database, and assisting with the onboarding of new employees to assure they are provided with the access , tools and information they need to begin their employment.

Maintain office mail, department work orders, equipment inventory in Asset Management and in the computer/mobile device tracking system, and vehicle inventory. Compiles data, conducts research, performs independent analysis, and formulates recommendations on administrative matters. Answers and direct phone calls, take messages, and field/answer all routine and non-routine questions.; serves as a unit contact and liaison to, the public, and other university departments; Assists department employees with administrative questions and tasks. Prepare and maintain file reports for compliance reporting.

Arranges and helps coordinate large events or conducts special administrative projects or committee participation.

Perform other related duties as required.

A criminal background will be conducted.

Monday – Friday 8:00 AM-5:00 PM

Requires Class E Driver’s License

Expected Salary:$17.25-$17.50 Based on ExperienceMinimum Requirements:

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

Preferred Qualifications:

The Ability to properly handle confidential personnel information. Strong organizational skills, ability to meet deadlines, ability to work independently and problem-solving capabilities.

Excellent written and verbal communication skills with the ability to communicate clearly and accurately.

The ability to work independently and cooperatively as part of a team.

Extensive word processing, spreadsheet development, data base and computer skills are necessary. Windows, MS Word, MS Excel, MS Outlook, MS PowerPoint, preferably Internet Explorer, and database software experience is strongly preferred.

Accuracy, attention to detail and a customer service-oriented attitude are essential for success in this position.

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.

Multiple vacancies will be filled from this posting.

Posting has been extended. Current applicants are still being considered.

Health Assessment Required:No

Advertised: 07 Sep 2022 Eastern Daylight Time
Applications close: 21 Sep 2022 Eastern Daylight Time

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