Administrative Assistant II Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=535017&lJobSourceTypeID=796&sLanguage=en-us) Job no: 535017 Work type: Staff Full-Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support Department: 60140000 - AG-ENTOMOLOGY AND NEMATOLOGY Classification Title: Administrative Assistant II Job Description: Department Resource/Contact: First point of contact for Department. Responsible for answering/routing telephone calls, guest parking passes, responding to moderately complex inquiries, and directing visitors, which requires basic knowledge of departmental programs to give accurate information. Maintains log of addresses, etc. for both current and past employees. Coordinates with departmental HR and Student Services staff to keep up-to-date lists (email, address, phone) of departmental associates. Schedules arrangements for meetings, seminars, and committee meetings involving common use space, including reserving space and equipment (vehicles), as well as composition and distribution of notices. Arranges refreshments, as requested. Manages department room reservation calendar and Outlook event calendar. Schedules outside, after-hours use of Steinmetz Hall and instructs visitors on appropriate use of Steinmetz facilities. Serve as travel coordinator for visiting scientists, seminar speakers, and interview candidates. Duties include securing hotel accommodations, car rentals, registrations, airplane reservations and generating travel itineraries. Serves as reconciler for P-cards, travel authorizations, and travel/expense reports. Responsible for distribution of departmental mail and email for faculty, staff, students, and visitors in the main administrative office, which includes sorting incoming mail, maintenance/renaming of mailboxes, forwarding address information, etc. The employee receives packages, removes packing slips for the accounting office, and notifies the recipient. Prepares and sends out Federal Express priority and overnight mail which includes ordering all Federal Express Mailing supplies and scheduling pick-ups. In addition to hardcopy mail, incumbent is responsible for receiving and routing general emails. Key operator for maintenance of departmental copy machines. Assists/trains users in proper machine use and removing jams. Keep toner and supplies in stock and perform routine maintenance, or initiate service orders, as needed. Inventories, orders and maintains departmental office supplies, including business cards, forms, etc. Responsible for ensuring the building doors are locked nightly. Distance program pre-admissions Serve as a public contact and policy/procedure resource for the off-book self-funded distance education program and answers general inquiries by e-mail, telephone, and in person. Advise prospective students on perquisite requirements and assist in the resolution of academic deficiencies. Collects and reviews recruiting and enrollment information related to the Entomology & Nematology distance education academic programs to achieve program goals. Arranges orientation programs and educational workshops for current, admitted students. Schedules and conducts department tours. Reviews admission applications and monitors submission of required materials, communicates with applicants about missing materials and admission decisions, releases admissions decisions through Slate Application platform. Forwards applications that need review to the Distance Education Coordinator and academic advisor. Collates non-thesis Master of Science petitions and submit to Graduate school. Distance program registration and program assistance Register off-book distance education students as requested into proper sections based on level, residency, tuition waiver status, and program (including Employee Education Program and State Tuition Waiver students). Work with the Dean’s Office to manage admission and enrollment of non-degree seeking students each semester. Gather non-thesis Master of Science petitions and submit to Graduate School and submit transfer of credit forms to Graduate School. Manage long-term electronic student records. Input or retrieve data relating to applications, student enrollment, and course scheduling. Update Distance Education Hub on Canvas with announcements on registration, dates and deadlines, graduation, seminars, holidays, and other special announcements. Collect course syllabi each semester and provide to webmaster. Send out climate survey and post-graduation plans survey each semester; prepare annual report on results. Solicit information, follow-up, and enter into accreditation database for distance education coordinator to use for accreditation reports for academic programs. Develop and manage alumni database and communications. Space Allocation: Collects and analyzes data relating to university space and facility utilizations. Administers Space Allocation Report by compiling information, verifying functional usage of current grants, and occupants for each room in each building, and input information online. Stays abreast of who occupies each room within department building complex and assists Chair with room assignments as people come and go and/or facility needs change. Coordinate departmental or distance program events and other duties as assigned or needed by the department. Expected Salary: $42,000-$46,000 commensurate with education and experience Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience. Preferred Qualifications: Knowledge of Microsoft Office Suite, TEAMS, and/or UF student admissions or information management systems. Ability to work independently. Must be flexible and able to adjust to changing work priorities and varied assignments. Ability to maintain effective work relationships with faculty, staff, students, and property and facilities operations. 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: 26 Feb 2025 Eastern Standard Time Applications close: 12 Mar 2025 Eastern Daylight Time