Sign upLog in

Administrative Assistant I/II

University of Florida

Gainesville, FL

Apply
JOB DETAILS
SALARY
$19–$21 Per Hour
SKILLS
Administrative Management, Administrative Skills, Board Meeting, Business Skills, Calendar Management, Card Processing, Communication Skills, Customer Support/Service, Data Collection, Detail Oriented, Establish Priorities, File Maintenance, Interpersonal Skills, Marketing Communications, Material Science, Materials Engineering, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Nuclear Engineering, Order Supplies, Organizational Skills, Plan Meetings, Purchasing/Procurement, Research Administration, Slack, Telephone Skills, Time Management, Writing Skills
LOCATION
Gainesville, FL
POSTED
8 days ago
This position resides in the Department of Materials Science and Engineering (MSE) in the Herbert Wertheim College of Engineering (HWCOE). This position is one with a high level of responsibility requiring an individual who can manage many tasks, interact with individuals across campus and represent the office inside and outside at the University. The individual is expected to work independently with minimal supervision and must be proactive with assignments, have attention to detail and take ownership of their responsibilities. They will assist in the daily management and administrative functions of the department, ensuring a smooth and efficient handling of the day-to-day activities. This position will report directly to the Administrative Support Assistant III and will aid in the daily administrative management of the Department on behalf of the Chair, Associate Chair and Nuclear Program Director.
Classification Title:

Administrative Assistant I/II

Classification Minimum Requirements:

Level I:  High school diploma or equivalent and one year of appropriate experience or an equivalent combination of education and experience.

Level II:  High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

Job Description:

Front Office Support – Maintain a professional environment that reflects positively on the Department and with an appropriate level of discretion. Manage all front office clerical and reception tasks such as greet visitors, answer multiple phone lines, maintain room calendars, purchase supplies and make copies.

Administrative Support – Serve as the assistant for the Nuclear Engineering Program. Scheduling meetings, taking minutes, writing correspondences, assisting with and providing support with events that may include travel. Assist Administrative Support Assistant III in gathering information for MSE and NE program reviews and Advisory Board meetings.

Departmental Support – Assist the Administrative Support Assistant III in maintaining Department administrative files in a confidential manner. Aid the Marketing and Communications Specialist with the Department’s external communications for departmental events and support the events committee as needed.

Research Administrative Support – Work with Associate Chair(s) and Nuclear Program Director to manage their research space and time including coordinating meetings with students, ordering supplies, obtaining vendor quotes, tracking P-card transaction related to research and more.

Miscellaneous Tasks – Miscellaneous tasks will be assigned to assist the Administrative Assistant III, Chair, Associate Chair(s), Nuclear Program Director, faculty and staff in meeting the needs of their position and or the Department. To begin this will include cross training to fill in for the Administrative Support Assistant III. Other duties will be assigned based on the qualifications of the individual.

Expected Salary:

Commensurate with education and experience

Level I: $19.00-$21.00 per hour

Level II: $21.00-$23.00 per hour

Required Qualifications:

Level I:  High school diploma or equivalent and one year of appropriate experience or an equivalent combination of education and experience.

Level II:  High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

Preferred:

SKILLS
  - Experience with Microsoft Office products (Outlook, Excel, Word, Teams, PowerPoint, etc.)
  - Understanding of or ability to rapidly adopt productivity tools (Zoom, Slack, MailChimp, DocuSign, etc.)
  - Customer service skills
  - Business office skills
  - Organizational skills

ABILITIES
  - Ability to thrive in a fast-paced environment
  - Ability to prioritize multiple tasks in order to meet competing deadlines
  - Ability to plan, organize and coordinate work assignments from multiple colleagues
  - Ability to work independently and make decisions in a quick and decisive manner
  - Ability to communicate effectively in person, virtually, over the phone and in writing
  - Ability to be detailed, accurate and confidential with work assignments
  - Ability to maintain effective relationships with colleagues, faculty and students
  - Ability to work with people of varying backgrounds

Special Instructions to Applicants:

In order to be considered for this position, you must upload a cover letter and resume with your application.

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

 

About the Company

U

University of Florida