| Job Description: |
The Administrative Assistant II supports smooth operations across administration, academics, and admissions within the School of Physician Assistant (PA) Studies. From managing calendars, procurement, and onboarding/offboarding logistics to assisting with student registration, credentialing, and access needs, the role requires exceptional attention to detail and coordination. During admissions season, the role becomes a key contributor, assisting with applicant evaluations, interview logistics, and matriculation support. The position also provides valuable backup to colleagues and contributes to school-wide initiatives and special projects with flexibility and initiative.
About This Role:
General Program Administration
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Assists Program Leadership with scheduling, meeting coordination, correspondence, and general clerical tasks.
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Serves as point of contact for the School of PA Studies (SPAS), addressing inquiries via phone, email, and face-to-face.
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Manages purchasing processes, expense reporting, travel requests, and P-card transactions, including ordering supplies.
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Facilitates equipment and phone requests, maintains inventory documentation, and oversees office supply and printer needs.
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Maintains team calendars, room bookings, listservs, departmental directories, and handles internal/external inquiries across multiple channels.
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Supports faculty and staff transitions by managing onboarding/offboarding logistics & inputting related HR data for the School of PA Studies.
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Handles mail and courier tasks, runs errands, and provides backup for administrative teammates.
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Oversees assignment of fobs, keys, collection of checks and other student needs.
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Responsible for preparing academic documents, reports, labels and other documents.
Admissions Support
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Provide support to the admissions team during admissions season (May – November). Depending on the needs of the admission team, this may consist of preliminary screenings, evaluation of applicants, and correspondence with applicants.
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Assist the admissions team with day of interview activities e.g. documentation preparation, provide logistical support and coordination on interview days.
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Provide additional support related to student matriculation to ensure holds are cleared and students are able to register.
School Projects and Events
- Orders catering and organizes small school events.
- Communicates with internal and external stakeholders.
- Orders and organizes departmental swag and merchandise.
- Prepares gifts and cards for events.
- Assists with PA School ad-hoc projects such as file organization and data entry tasks.
We Offer Exceptional Benefits:
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
About Gainesville, Florida:
Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.
Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!
For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds
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| Preferred: |
The ideal candidate will possess:
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Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook), Google/G-Suite, Windows Platform.
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Comfortability with learning and utilizing new programs and systems including web-based services and academic platforms.
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Well organized and detail-oriented, with an eye for accuracy and quality.
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Ability to manage multiple projects and deadlines.
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Ability to exercise good judgement, prioritize with minimal supervision, and take responsibility for complex tasks.
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Willingness and ability to learn new tasks and be a problem-solver.
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Must be able to interact with faculty, staff, and visitors – in person, via written communications, and on the telephone – with a high degree of professionalism and friendliness.
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| Special Instructions to Applicants: |
To be considered, please upload the following documents with your application:
- Cover Letter
- Resume
- Contact information for three professional references
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.
If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
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