Administrative Assistant II

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531590&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531590

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 34010100 - DN-DEAN'S ADMDN-ADMINISTRATION

Classification Title:

Administrative AST II

Job Description:

The Administrative Assistant II has primary responsibility to support the Office of the Dean, College of Dentistry in planning, initiating and completing clerical, secretarial and administrative activities in support of the mission of the College. The incumbent has primary responsibility for daily mail delivery and distribution, human resources activities, fiscal activities as well as travel arrangements, travel authorizations and expense reporting. The Administrative Assistant II also provides back up support to the Dean's Executive Assistant and to the Office of the Dean, as well as support in general office tasks including taking minutes, filing, and copying. This is a highly professional position requiring daily contact with the public, faculty, students, university community and governmental agencies. Occasional campus deliveries will be required, as needed. The individual in this position must exercise good judgment, present a professional demeanor and attitude, and maintain a high level of confidentiality related to sensitive issues.

Serves as an assistant to the staff in the Office of the Dean by planning, initiating and carrying to completion clerical, secretarial and administrative activities, including filing, scanning, copying, data entry, drafting correspondence, scheduling meetings/coordinating calendars, and other general office tasks. Maintains office supply inventory, interacts with vendors, or serves as unit contact for space, equipment or facility issues. Receives and maintains confidential or sensitive information. Maintains cleanliness of the conference room, break/copy room, and front desk area. May be asked to assist with college website updates. Prepares travel arrangements, necessary travel authorization, expense reports, and reimbursement for dean’s office staff as needed. Accountable for PCard transactions processing, coordinates receipt of appropriate documentation for PCard charges to ensure UF PCard deadlines are met. Assists with filing for the Dean’s Office and Accounting staff. Assist with maintenance of Dean's office filing system and index.

Serves as receptionist for the Dean's Office. Greets, announces and directs visitors. Receives and routes telephone calls/emails and answers questions, which may involve the interpretation of policies and procedures. Assists the dean’s office and the college with daily mail pick-up and distribution. Responsible for requesting, pick-up, distribution and monitoring of keys for Dean's Office staff. Assists with provisioning adequate furniture, computer equipment, telephone assignment, office supplies, etc. for employees in the Dean's Office, as required.

Provide support to college HR office. This will include communicating with employee to obtain any necessary paperwork and ePAF actions such as courtesy hires and resident hires. Composing courtesy faculty offer letters. Provides faculty search administrative support including assistance with faculty candidate itineraries to include booking of rooms and processing travel arrangements/reimbursements for candidates.

Will provide support to the Dean to include maintain calendars, setting up meetings, completing meeting/travel itineraries, entering travel reimbursements. Coordinate and review calendar on regular basis to ensure no conflicts and manageable schedule. Safeguards schedule/time as instructed. Schedule on-going weekly, monthly, quarterly, bi-monthly and other meetings. Create and circulate draft agendas, handle requests for additions to agendas, finalize and disseminate agendas, setup Zoom and/or setting up and reserve meeting room space. Handle arrangements for special meeting guests or presentations. Attend meetings as directed or necessary, take and post/disseminate meeting minutes. Manage follow-up items to ensure follow-through or moved to appropriate committee, meeting, department, etc. Schedules administrative meetings, informing participants of topics to be discussed and prepares necessary materials for distribution. Takes minutes at meetings as required, including serving as designated support staff for a number of faculty standing committees and working groups, as assigned. Participates in Dean's Office staff meetings as requested.

Provide administrative support to Associate Deans as needed. Assist, coordinate, and provide support for schedules, meetings, presentations, and daily activities. Draft and prepare correspondence including documents of a routine or confidential nature.

Work with vendors for catering of meetings and events for the Dean’s Office and within the college as necessary. This includes working with college staff/faculty for expected number of attendees, to determine needs for events/meetings. This will also include setting up for the event/tearing down after the event.

Performs other related duties and special assignments/projects as required.

Expected Salary:

$20.00 - $23.13 per hour commensurate with experience

Minimum Requirements:

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

Preferred Qualifications:

College degree and 2-4 years of appropriate experience.

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.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required:No

Advertised: 04 Jun 2024 Eastern Daylight Time

Applications close: 11 Jun 2024 Eastern Daylight Time