Administrative Assistant I
Job Description:Acts as receptionist for the Department. Answers telephone and assists visitors. Serves as first point of contact for all visitors entering department. Must maintain professional demeanor and attitude, as this position is the “face” of the department. Must be knowledgeable about various aspects of department so that calls and visitors can be routed to the appropriate area or person.
Travel - Review, process and handle travel authorization forms, travel reimbursement forms, copying, and forwarding to proper office for payment on travel. Receives and distributes reimbursement when received.
Review, process and handle Purchase Order/Requisition requests and processing within the MYUF Market system. Also serves as the contact for faculty and staff on ordering items in the MYUF Market system.
Responsible for reconciling sponsored programs and residual/overhead accounts, and reporting any discrepancies to Mgr, Admin Svcs.
Maintains scheduling space for employees, students, etc. and ensures this is updated on a semester basis and as needed.
Analyzes office operation needs in terms of equipment, workflow, materials, and makes recommendations. This includes daily inventory of office supplies as well as certain computer supplies and then ordering necessary items. Responsible for maintenance and upkeep for department copier as well as arranging supplies and service for it.
Assists in managing all incoming and outgoing freight shipments. This consists of coordinating drop off and pick up for multiple vendors, including DHL, UPS, and FedEx. Efficiency, accuracy, and reliability are very important, as high volume of time-sensitive shipments are routinely shipped from the department.
Responsible for the upkeep of the main office and common areas, including cleaning welfare areas and mail room, and sorting incoming mail.
Expected Salary:Commensurate with education and experience.
Minimum Requirements:High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Preferred Qualifications:Knowledge of computers
Ability to learn quickly new software and/or programs
Ability to work independently
Ability to communicate effectively verbally and in writing
Ability to establish and maintain effective working relationships with others Knowledge of proper telephone and receptionist procedures
Demonstrated commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.
Special Instructions to Applicants:In order to be considered, you must upload your cover letter, resume, and at least three professional references.
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: No