Classification Title:

OPS Administrative Assistant I

Job Description:

Prepares travel authorization and reimbursement documents for department faculty, staff, postdocs, and graduate assistants, entering the information into the PeopleSoft System and ensuring that all are prepared and submitted in a timely manner. Maintains files of pending travel and pending and completed expense reports; scans completed expense reports to travel.

Responsible for facilities requests for the department, including submission of requests, billing, follow-up and tracking status of requests. Assists with surplus requests and asset management/tracking. Maintains office supplies and manages office copier including supplies and copier count logs.

Serves as receptionist to the department; reserves conference rooms and state vehicles, answers main phone line, directs people as appropriate. Schedules maintenance and detailing as needed for department’s state vehicles.

Onboards departmental volunteers, including generating appointment letter, corresponding with Human Resources and guiding new volunteer through initial processes (obtaining Gator1 card). Keeps accurate records of all volunteers in the department.

Serves as back up for departmental procurement program; places orders, processes receipts and invoices through OnBase and myufmarketplace. Supports administrative office procurement. Receives, scans and maintains packing slips for entire department.

Supports departmental events, such as the annual research retreat.

Assists department faculty, Chair and Administrative Specialist with special projects, gathering and compiling information as needed.

Other duties as assigned.

Expected Salary:

$17.00 - $19.00 per hour

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:

• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Communication Skills: Strong written and verbal communication abilities.
• Technical Proficiency: Familiarity with office software like Microsoft Office Suite, Outlook, Teams, as well as copiers and scanners.
• Attention to Detail: Ensuring accuracy in all tasks and documents.
• Interpersonal Skills: Ability to work well with others and provide excellent customer service.

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