What are the responsibilities and job description for the Administrative Assistant III (Vazquez) position at University of Florida - Chemical Engineering Masters Program?
Classification Title
Administrative Assistant III
Classification Minimum Requirements
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Job Description
Provide high-level administrative support to the Director and Business Manager and center; including, but not limited to calendar / scheduling, coordination of center events and meetings, assisting with faculty promotion and evaluation processes, and uploading reports and documents to the server. Prepare and review correspondence, reports, manuscripts, inventory records, and EDIS publications.
Serve as a primary administrative liaison for the center. Oversee front desk operations, ensuring accurate triage of inquiries and effective communication with UF units, GCREC employees, external entities, and subject-specific departments (e.g., diagnostic lab, HR, Fiscal).
Oversee visitor reception and reception area, the copier area, incoming communications, and mail processes. Oversee office supply inventory and ordering supplies. Upload vehicle and fuel logs to the server and follow up with faculty on missing logs. Coordinate and schedule conference rooms for internal and external groups, ensuring proper preparation as needed.
Serve as backup for travel.
Coordinate various center activities, luncheons, general meetings, workshops, and seminars, independently managing logistics, timelines, and communication. Also, will work closely with employee engagement committee on theirs events a few times a year. (May need to occasionally shop for or pick-up orders for events).
Resolve routine front desk issues with minimal supervision.
Serve as a center notary (we will pay for your notary class and stamp if you are not already a notary).
Coordinate FedEx and shipping needs for departments, including assisting them with understanding how to access their invoices and pay.
Oversee organization and supply management for the media center and kitchen.
Other duties as assigned.
Housing Unit Support
In partnership with centralized housing, coordinate housing agreements, purchasing, inspections, rent collection, and other housing tasks as needed. Communicate and interpret housing policy changes, advising the GCREC Center Director and Business Manager on administrative impacts and HR on any employee or employee relations issues.
Space Allocation
Create and maintain the space allocation online file from which the annual space allocation report is generated, ensuring accuracy through independent data collection and verification. Conduct quarterly interviews and monitor changes in labs (personnel and equipment, etc.) to determine required space allocation updates. Meet with HR quarterly to keep employee and student lists aligned.
Analyze interview data to ensure alignment with faculty research, teaching, and extension FTE. Use discretion and analytical judgment to resolve discrepancies before submitting the annual allocation to the online module.
Project Management
Coordinate specific center projects as requested/ needed. Plan and organize special events at the center (e.g. but not limited to ag expo, annual center awards banquet, other special events and projects as assigned), recruit assistance from others if/when they are available. Anticipate project needs and apply independent problem-solving throughout.
AED Equipment Coordination
Oversee the monthly inspections and inspection reports of all AED units at the center and enter inspection confirmations online. Order replacement parts when needed, and coordinate AED equipment use safety training as needed, in accordance with UF safety policies.
Must have good attitude and positive personality with the ability to work with people at all levels and with a variety of backgrounds.
Expected Salary
$22.00 - 23.44/ hour commensurate with education and experience, plus a full benefits package
Required Qualifications
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Preferred
N/A
Special Instructions To Applicants
Please upload resume and 3 references by 11:55 p.m. (ET) of the posting end date. Please indicate of any references cannot be contacted until an offer is made.
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.
Health Assessment Required: NO
Administrative Assistant III
Classification Minimum Requirements
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Job Description
Provide high-level administrative support to the Director and Business Manager and center; including, but not limited to calendar / scheduling, coordination of center events and meetings, assisting with faculty promotion and evaluation processes, and uploading reports and documents to the server. Prepare and review correspondence, reports, manuscripts, inventory records, and EDIS publications.
Serve as a primary administrative liaison for the center. Oversee front desk operations, ensuring accurate triage of inquiries and effective communication with UF units, GCREC employees, external entities, and subject-specific departments (e.g., diagnostic lab, HR, Fiscal).
Oversee visitor reception and reception area, the copier area, incoming communications, and mail processes. Oversee office supply inventory and ordering supplies. Upload vehicle and fuel logs to the server and follow up with faculty on missing logs. Coordinate and schedule conference rooms for internal and external groups, ensuring proper preparation as needed.
Serve as backup for travel.
Coordinate various center activities, luncheons, general meetings, workshops, and seminars, independently managing logistics, timelines, and communication. Also, will work closely with employee engagement committee on theirs events a few times a year. (May need to occasionally shop for or pick-up orders for events).
Resolve routine front desk issues with minimal supervision.
Serve as a center notary (we will pay for your notary class and stamp if you are not already a notary).
Coordinate FedEx and shipping needs for departments, including assisting them with understanding how to access their invoices and pay.
Oversee organization and supply management for the media center and kitchen.
Other duties as assigned.
Housing Unit Support
In partnership with centralized housing, coordinate housing agreements, purchasing, inspections, rent collection, and other housing tasks as needed. Communicate and interpret housing policy changes, advising the GCREC Center Director and Business Manager on administrative impacts and HR on any employee or employee relations issues.
Space Allocation
Create and maintain the space allocation online file from which the annual space allocation report is generated, ensuring accuracy through independent data collection and verification. Conduct quarterly interviews and monitor changes in labs (personnel and equipment, etc.) to determine required space allocation updates. Meet with HR quarterly to keep employee and student lists aligned.
Analyze interview data to ensure alignment with faculty research, teaching, and extension FTE. Use discretion and analytical judgment to resolve discrepancies before submitting the annual allocation to the online module.
Project Management
Coordinate specific center projects as requested/ needed. Plan and organize special events at the center (e.g. but not limited to ag expo, annual center awards banquet, other special events and projects as assigned), recruit assistance from others if/when they are available. Anticipate project needs and apply independent problem-solving throughout.
AED Equipment Coordination
Oversee the monthly inspections and inspection reports of all AED units at the center and enter inspection confirmations online. Order replacement parts when needed, and coordinate AED equipment use safety training as needed, in accordance with UF safety policies.
Must have good attitude and positive personality with the ability to work with people at all levels and with a variety of backgrounds.
Expected Salary
$22.00 - 23.44/ hour commensurate with education and experience, plus a full benefits package
Required Qualifications
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Preferred
N/A
Special Instructions To Applicants
Please upload resume and 3 references by 11:55 p.m. (ET) of the posting end date. Please indicate of any references cannot be contacted until an offer is made.
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.
Health Assessment Required: NO
Salary : $22 - $23