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The Administrative Assistant II in the Department of Chemistry provides vital support for faculty, students, and department operations. Key responsibilities include organizing meetings and events, coordinating travel and purchasing, and assisting with budget monitoring and preparation for the Chemistry Biology division. This role involves supporting faculty research and teaching activities and managing day-to-day administrative tasks to ensure the smooth running of the department. The primary duties for this position include but are not limited to:
Departmental Operations and Administrative Support: Oversee and manage daily office operations, provide administrative support to cohort faculty, and ensure smooth department functions. Functions as divisional receptionist and maintains Division websites and their links to departmental and Quantum Theory Project websites.
When necessary, initiates and coordinates the DS 2019 application process with the visitor, the Chemistry Human Resources Office, and the University of Florida International Center. Communicates with incoming visitors and research scholars and the UF International Center, regarding J1 Visa requirements. Acquires required documentation from foreign national visitors and submits packet for processing to the UF International Center, all within established deadlines. Prepares and submits visa extensions and other changes as needed.
Student and Course Records Management: Assist cohort faculty with the processing and retention of academic records and the administration of graduate qualifying exams. Assist with scheduling and enrollment tasks and maintain accurate student and course data.
Event Coordination: Organize and coordinate events, including guest lectures, seminars, and departmental gatherings, ensuring logistics are handled effectively.
Budget and Purchasing Support: Assist with budget tracking, process purchasing requests, and support fiscal compliance according to university guidelines. This includes P-Card reconciliations and the purchasing of equipment and supplies for the division.
Assist in the preparation of grant and contract proposals and their submission to University offices and agencies.
Faculty Support and Resource Coordination: Provide support for faculty research and teaching, including coordinating appointments, organizing meetings, and assisting with travel arrangements as needed for cohort faculty, Adjunct faculty, and Graduate Students.
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