Administrative Assistant II

Administrative Assistant IIPoint of contact for faculty, staff & students for vehicle, meeting, and room scheduling, reception duties; manages CEHT Listserv, scanning of documents; mail distribution, shipping and receiving; scheduling, set up and clean up for meetings and events in conference room; maintains & serves as facilitator for office equipment, schedules repairs & contract renewals; responsible for departmental vehicles usage log & maintenance; submits work requests for facility repairs & ensures work is completed, communicates requests or issues to housekeeping ensuring standards are met; manages keys to offices and labs, records distributions and returns, scans signed documents to Asset Management; submits badge requests & building access for faculty, staff, students and volunteers through myUFL, responsible for submitting IT account requests, service requests, repairs & quotes for purchase of new or replacement equipment for Physio faculty, staff & students, as well as other related duties as deemed appropriate by supervisor. Serves as proxy for faculty & staff, reconciling purchasing of equipment, lab supplies & materials, submits quotes for POs for contracts & repairs, uploads invoices & service reports, inputs follow up communication for submitted quotes, resolves issues of back orders & approvals for delivered products through the UF Marketplace, reconciles PCard purchases, submits POs & quotes through OnBase system. Assists the Administrative Specialist in fiscal operation of Department, running reports through Enterprise Analytics, exporting & importing Excel spreadsheets and/or any other account management system. Assists with the implementation of any organization changes and/or new accounting or clerical procedures. These activities will be performed in consultation with the Administration Specialist.

Responsible for submitting travel authorization, obtaining receipts and supporting documents for expense reports, cash advances an booking flights accommodations & rental cars in the booking tool in the UFGO system, prepares reimbursements, obtains proper signatures, receipts, ensures that appropriate paperwork is sent to the VM Financial Services Office (FSO); tracks travel to its culmination. Checks travel categories of accounts to make sure appropriate funds are available and confers with appropriate FSO accountant if there are insufficient funds. Assists with travel arrangements as needed. Facilitates itinerary, travel arrangements & accommodations for visiting faculty & faculty candidates. Website Management with WordPress- Manage the CEHT and Physiological Sciences website.

Making sure all links work and the web pages are current. Asking CEHT or Physiological Science Department for monthly updates. Upload images, announcements, and content updates per faculty direction. Post updates for faculty, graduate students, and departmental committees. Manages facility space allocation and room and desk assignment, prepares annual report by collecting information from the faculty and staff on how the buildings and rooms are being utilized.

Uploading data into the Space Inventory and Allocation System (SPIN) program during annual reporting period. Assist with Department seminars, professional meetings and events, meets with GA coordinator, prepare announcements and facilitates the bi-weekly fall seminar series, books auditorium, obtains information from guest speaker, creates guest speaker promotion flyer, using Microsoft Publish, assist with catering orders, set up and clean up for faculty or professional meetings when refreshments are provided, assists in the planning, coordinating and the set up and cleanup of Department events. Other administrative duties such as assisting at the VAB office location, preparing various spreadsheets and maintaining a database of related activities as outlined in the position description.High school diploma or equivalent and four years of relevant experience.