Administrative Assistant II
University of Florida
Gainesville, FL
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JOB DETAILS
SALARY
$25–$27 Per Hour
LOCATION
Gainesville, FL
POSTED
30+ days ago
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=536571&lJobSourceTypeID=796&sLanguage=en-us) Job no: 536571
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 26030100 - HH-APK-ADMINISTRATION
Classification Title:
Administrative Assistant II
Classification Minimum Requirements:High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.
Job Description:
Procurement
+ Responsible for managing the purchasing of commodities by processing purchase orders and auditing invoices.
+ Confer with department personnel to determine their needs and budgetary requirements to purchase materials, supplies, and equipment.
+ In collaboration with UF Procurement, prepares bid specifications, legal advertisements, formal bid invitations, and correspondence regarding purchasing companies.
+ Review, prepare, and approve transactions within established dollar limits and guidelines.
+ Interprets, explains and applies complex policies and procedures.
+ Researches, identifies, evaluates, supports, and resolves discrepancies.
+ Advises and assists faculty, staff, administrators, and outside venders and agencies.
+ Assists with administration of departmental and project activities.
+ Supervises the establishment of internal purchasing processes, including the training of faculty/staff/lab personnel.
+ Develops and implements departmental best practices for the management of purchasing goods.
+ Ensures compliance with federal, state, university and department regulations, policies and procedures and proactively communicates processes with relevant department personnel.
Fiscal/Budgetary
+ Performs the actions of accounts payables, accounts receivables, completing deposits, journal entries, and other functions required for fiscal management.
+ Serve as a back-up liaison for faculty recruitment travel arrangements and expense reimbursements.
+ Maintain up-to-date records and provide reports regularly.
Administrative Support
+ Responsible for serving as back-up for department faculty, staff, and students with travel and expense reimbursements.
+ Provide administrative support for the department as needed.
+ Serve as back-up to the Office Manager with functions including faculty searches; managing overhead and foundation accounts; preparing and executing paperwork and functions for hiring.
+ Serve as property management back-up coordinator: maintain an accurate and up-to-date record of attractive items.
Assist with special requests as directed by Office Manager and Department Chair; Other duties as assigned
Expected Salary:
Salary range is $25-$27 per hour, commensurate with qualifications and experience
Required Qualifications:High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.
Preferred:
Ideal candidates will possess:
+ Working knowledge of UF purchasing procedures and guidelines.
+ Excellent verbal and written communication skills, enabling effective conveyance of information in various contexts in a timely manner.
+ Demonstrated professionalism and meticulous attention to detail.
+ Ability to plan, organize and coordinate work assignments;
+ Proficiency in problem-solving techniques to address challenges effectively as they arise
+ Ability to work independently;
+ Confidence in operating telephones, personal computers, and standard software such as Microsoft Word, Excel, and PowerPoint, as well as proficiency in email and web browsing applications.
+ Proficiency in fundamental office practices, including file management systems and telephone etiquette.
+ Strong interpersonal skills, enabling the establishment and maintenance of effective working relationships with colleagues, superiors, and external contacts to foster a collaborative work environment.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and contact information for three professional references that can be contacted.
A criminal background check is required.
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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 25 Jul 2025 Eastern Daylight Time
Applications close: 08 Aug 2025 Eastern Daylight Time
About the Company
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