Administrative Assistant II

The Water Institute is seeking an Administrative Assistant II who is organized, proactive, has excellent communication and time management skills, and thrives in a fast-paced, collaborative office that demands multitasking and adaptability. The successful candidate will work under the direction of the Water Institute Assistant Director and with other Water Institute staff to provide programmatic, administrative and fiscal support to the Water Institute programs.

Specific Duties

Fiscal Support

• Drafts budgets and reports with direction from supervisor.
• Processes purchasing and financial transactions related to program activities, such as receipts, invoices, expense reimbursements, PCard reconciliation and purchase requisitions/orders.
• Makes travel arrangements and processes reimbursements for students, staff, faculty, seminar and symposia speakers, and other invited guests.

Event Planning and Programmatic Support

• Provides logistical support for research, education and outreach program activities.
• Coordinates event planning, scheduling, set-up, and on-site coordination for Water Institute seminars, workshops, meetings and other events. Activities may include collecting participant registrations, room reservations and setup, catering orders, and managing all audio-visual and IT needs, including scheduling, setup, troubleshooting, and on-site support.
• Tracks event expenses; coordinates event billing and payment processes with fiscal/travel services unit.
• Assists with data collection and tracking for program evaluation, including contributions to annual reports and monitoring participant engagement and program impact.

 Office Management and Administrative Support

• Provides general office support that includes managing inventory, mail and equipment.
• Assists with tracking program activities using project management tools.
• Serves as departmental liaison to the IT unit, facilities, and vendors.
• Maintains office calendars and shared scheduling tools; supports meeting scheduling and logistics.
• Coordinates onboarding processes for new staff, interns, and students.

Other Duties

• Other duties may be assigned based on the needs of the university.

The ideal candidate will demonstrate strong attention to detail and accuracy in supporting administrative and fiscal processes, including financial transactions, scheduling, and event coordination. They should be comfortable managing multiple priorities, supporting program operations, and adapting to evolving needs.

Proficiency in Microsoft Outlook, Teams, Zoom, Excel, Word and PowerPoint is strongly preferred. Knowledge of project management tools (e.g., Monday.com, Microsoft Planner) is desired. Familiarity with University of Florida systems and processes, including myUF Marketplace and UF GO is preferred.

Supervision is provided by the Water Institute Assistant Director. Projects and tasks will be discussed and jointly planned, but the incumbent will be expected to work independently with minimal supervision.

Expected Salary

$21.55-$26.34

Special Instructions to Applicants

Applications consisting of a resume, letter of interest and the names and contact information for references should be submitted through the official University of Florida Human Resources procedures detailed at its https://explore.jobs.ufl.edu/en-us/job/540225/administrative-support-ast-ii page by June 25, 2026.  

Only applications through https://explore.jobs.ufl.edu/en-us/job/540225/administrative-support-ast-ii will be considered for this role.