Administrative Assistant II

[50%] - Process teaching assistant hire paperwork and review, and audit reported hours for accuracy; follow up with teaching assistants and course directors as needed regarding corrections; respond to simple and moderately complex questions regarding time reporting.  Ensure annual and new employee training compliance at the department level and notify supervisors of noncompliance.  Assist faculty, staff, visiting scholars, interns, and preceptors with the on-boarding process. Initiate ID card authorizations, submit pre-placement health screening forms as applicable, assist with scheduling CPR certification and recertification, and ensure internet access is provided, and email accounts are active.  Submit generic employee reimbursements, maintain office supply inventory, greet visitors, and answer phones.  Reconcile purchasing card (P-card) transactions and serve as the first tier 1 reconciler following all department, college, and university policies and procedures. 

[20%] - Maintain department website; this includes periodically reviewing pages for accuracy and submitting updates or corrections for current and new employees.  Place both information technology and maintenance requests as needed; track to ensure needs have been resolved in an accurate and timely manner. Coordinate departmental faculty and staff meetings; Outlook calendar requests, catering, set-up and breakdown of meeting rooms, and record and disseminating meeting minutes as applicable.  Assist with the planning and coordination of departmental celebrations.  Obtain quotes for office items/catering, etc.  Responsible for key requests and the annual department key audit report. Responsible for the dissemination of parking vouchers and monthly reconciliation of those vouchers.  Reserve conference rooms and classrooms for the department and its divisions as requested. Maintain department spreadsheet of birthdays.

[15%] – Support the chair and division directors by creating and maintaining faculty schedules for all three divisions in Restorative Dental Sciences and its graduate clinics; this includes compiling information and leave requests from division Outlook calendars, feedback provided by the chair and division directors, faculty practice assignments, the college’s academic calendar, preclinical, didactic, and clinical course schedules, and faculty assignment reports each semester. This position also monitors patient appointments in AxiUm and works with the chair, division director, clinical faculty, and staff to maintain proper coverage when unplanned absences occur.

[10%] – Enter job requisitions and job edits, and assist with the applicant review process, as well as the coordination of interviews and the hiring process for the department and its graduate and off-site clinics, as directed. Create and edit job descriptions as needed. Assist with additional hiring and onboarding paperwork, as directed. Maintain departmental email distribution lists and the department’s organizational chart, and create and update the department’s emergency contact tree.

[5%] - Assist faculty and staff with technology needs.  Cross-train with all staff; help when needed.  Attend meetings as appropriate.  Other projects as assigned.

$21.07-$22.30/per hour

Benefits: The University of Florida offers low cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF provides a variety of leave programs including vacation, sick leave, 10 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various businesses and retailers!

Explore UF’s plethora of benefit options here: TEAMS Benefits 

EDUCATION & TRAINING:

-Bachelor’s degree

EXPERIENCE:

-Experience working in an office, university, or healthcare setting

KNOWLEDGE:

-Working knowledge of UF policies and procedures

SKILLS

- Excellent communication skills

- Strong computer skills in PeopleSoft, Word, Excel, Outlook, PowerPoint, and Adobe

ABILITIES

- Ability to work in a rapidly changing work environment with frequent interruptions

- Ability to plan, prioritize, organize, and coordinate work assignments with an acute attention to detail

- Ability to work on multiple assignments simultaneously

- Ability to work under pressure and meet multiple deadlines

- Analytical problem-solving capabilities; ability to identify/analyze problems quickly and develop solutions that best meet the objectives of the department and clinics

- Ability to take initiative in solving problems

- Ability to make good judgments

- Ability to project a positive/professional attitude at all times

- Ability to create and/or maintain databases

- Ability to maintain and organize filing systems and records

- Ability to work independently

- Ability to establish and maintain effective working relationships with others

PHYSICAL QUALIFICATIONS:

-Ability to sit for extended periods

OTHER QUALIFICATIONS:

- Initiative

- Self-management

- Sound judgment

- Foresight

- Decisive

- Commitment to excellence

PHYSICAL, MENTAL, & ENVIRONMENTAL FACTORS:

-No health requirements for this position

-Work under pressure and meet multiple deadlines with frequent interruptions

-Requires ability to sit for extended periods of time

MACHINES & EQUIPMENT USED REGULARLY (with percentage of time in the operation of each)

- Computer (90%)

- Multifunction Printer (MFP) (8%)

- Calculator (1%)

- Facsimile machine (1%)

OTHER: Criminal background check required

In order to be considered, you must upload your cover letter and resume. 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 the Qualified Positions link on our applicant FAQs page for a list of eligible positions.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.