Administrative Support AST II

Job no: 540225
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 11700000 - RE-WATER INSTITUTE

Classification Title: Administrative Assistant II Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience. Job Description:

Fiscal support:

• Drafts contracts, 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 will be assigned based on the needs of the unit

Expected Salary: $21.55-$26.34 Required Qualifications: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience. Preferred:

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 required. 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.

Special Instructions to Applicants:

Salary : $22 - $26