| Job Description: |
The Administrative Assistant II serves as an intermediate level role within the Artificial Intelligence Academic Initiatives (AI²) Center, a unit of UF Information Technology (UFIT). This position supports the university’s mission through exceptional service and operational excellence. Stationed at the front reception desk, this individual serves as the first point of contact for visitors. They are responsible for welcoming guests, ensuring meeting participants are properly announced, and representing the University with a consistently professional, friendly, and service oriented demeanor.
This is a high visibility role requiring strong organizational skills, the ability to manage multiple concurrent tasks, and the professionalism to engage effectively with a wide range of constituents. In this role, this individual is expected to work independently with minimal day-to-day supervision, while receiving support from the Project Manager and other administrative team members.
The primary responsibilities of this position include assisting with budget, fiscal, and travel processes in close coordination with the UFIT Business Center. This role also involves performing a variety of administrative tasks that require a broad understanding of the University of Florida’s colleges and units. The incumbent will regularly interact with various stakeholders—students, faculty, staff, corporate and industry partners, and leaders from state and federal agencies.
Responsibilities and characteristics of this position are:
- Fiscal, Procurement and Business Operations Support
Works closely with the UFIT Business Center to support core fiscal and budget operations for the AI² Center. Responsibilities include tracking and monitoring annual budget; supporting fiscal transactions; coordinating chart field transfers; reconciling PCard purchases; processing invoices and reimbursements; and ensuring compliance with UF and UFIT financial policies. Provides timely follow-up on fiscal inquiries and supports documentation required for audits or internal reviews.
- Travel Coordination and Processing
Supports all travel related activities for AI² Center staff, guests, and collaborators. Coordinates with the UFIT Business Center to prepare and submit travel authorizations, ensure compliance with UF travel policies, gather required documentation, and process reimbursements. Communicate with travelers to address needs and ensure accurate, timely completion of all travel processes.
- AI Learning Academy Classroom
Manages scheduling and planning activities with a primary focus on supporting the AI Learning Academy. Works in close coordination with the Project Manager and AI Learning Designers to organize Academy sessions, maintain the program calendar, schedule instructional activities, prepare related materials, and ensure all logistics are in place. Serves as the front office representative, stationed at the reception desk to welcome visitors, announce meeting participants, manage incoming calls, and maintain an organized and professional office environment.
- Administrative Support & Office Operations
Provides general administrative support for the AI² Center, including managing office supplies, mail, equipment, and workspace needs. Coordinates with administrative staff and student assistants, offering guidance on daily tasks. Assists with maintaining records, safeguarding confidential information, and supporting internal communications. Attend meetings as needed to record notes and distribute follow up action items.
Provides event support for the Center's annual programs and initiatives by serving as a member of event planning committees, participating in planning meetings, coordinating event logistics and schedules, assisting with student competitions, supporting event setup and execution, communicating with internal and external stakeholders, attending events, and traveling outside of Gainesville as needed to support Center activities.
About UF Information Technology
Led by Senior Vice President and CIO Elias Eldayrie, the nine departments comprising UFIT are: Academic Technology; AI² Center; Applications, Development, and Integrations; Business Center; Customer Experience and Resource Planning; Data Platform and Analytics; Information Security Office; Infrastructure and Communication Technology; and Research Computing. UF Information Technology (UFIT) enables teaching, learning, research, and service on campus and across the region with state-of-the-art enterprise IT systems, including SEC and SUS universities, and the opportunity to teach using HiPerGator. For more information about UFIT and its goals and governance, visit https://it.ufl.edu/about-ufit/strategic-plan/.[NA1]
About the University of Florida
One of America’s all-around best universities, the University of Florida drives future-making education, eye-opening discoveries, life-saving health care, and community-building collaboration for our state, our nation, and our world. UF is in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from Florida’s West Coast, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support various activities and cultural events for residents to enjoy. Learn more about what Gainesville has to offer at Visit Gainesville.
Exceptional Benefits
UF provides various leave programs based on an employee’s salary plan, including vacation, sick leave, holidays, personal leave days, and paid family leave. In addition to paid time off, the University of Florida offers a very competitive benefits package.
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The ideal candidate will possess the following education, experience, and skills:
- 3+ years administrative experience and familiarity with the roles of academic leaders (chairs, directors, deans, and higher-level executive staff) to provide professional level assistance effectively and proactively.
- Proficient in Adobe, Microsoft Office including Outlook, Word, Excel, Access and PowerPoint. Ease with learning new programs and competence in project management skills is desired.
- Perform administrative services such as answering phones, retrieving phone system messages, making calls, recording minutes, and maintaining calendars.
- Interact professionally with the public in a sensitive and professional manner, screen requests and materials effectively and efficiently, and handle a variety of situations readily. The incumbent must have a talent for listening carefully and communicating tactfully.
- Ability and the initiative to take on projects and work independently, be highly organized, and have the ability to recognize, prioritize, and proceed in an independent manner with tasks.
- Proficient in writing and communication skills, ability to independently determine responses and compose correspondence, and must have good proofreading skills.
- Punctual and maintain an excellent attendance record.
- Ability to safely lift and carry objects weighing up to 40 pounds, as needed for organizing materials, moving supplies, and event set-up/breakdown.
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