Administrative Assistant I/II - Gainesville
1 day ago
Job description
Classification TitleAdministrative Assistant I/II
Classification Minimum Requirements
Administrative Assistant I:
High school diploma or equivalent and one year of relevant experience.
Administrative Assistant II:
High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.
Job DescriptionThe position has both academic and fiscal responsibilities and is located in the college of Education's
School of Special Education, School Psychology, and Early Childhood Studies (SESPECS).
Serves as the primary contact for school and department, liaising with other university departments and external agencies.
Communicates school information, answers questions about routine policies and procedures in line with established guidelines, and redirects inquiries to the appropriate program area, faculty, or staff.
The role provides administrative support and customer service to faculty, staff, and students, handling tasks such as DocuSign processing, basic data entry, mail pickup and delivery, work-order requests, and office supply management.
It also manages electronic filing, telephone duties, maintains the breakroom and performs additional tasks as needed.Serves as Department Coordinator for student and faculty systems, overseeing semester grades, textbook adoptions, class attendance verification, and course syllabi.
Manages asset inventory, ordering, monitoring, and disposal.Supports faculty and staff with FEA data and workflows and collaborates with the office manager to maintain SPACE reporting data.
Fiscal duties include acting as a P-card holder for departmental purchases, processing routine expense reports (ER), verifying and reconciling P-card charges.
The role ensures that expenditures comply with university guidelines and oversees general departmental purchasing activities.Supports all aspects of department events—from initial planning and organization through set-up and clean-up—by preparing itineraries, coordinating IT resources, booking rooms, escorting guests, and arranging meals and post-event logistics.
Other duties as assigned.Expected Salary
Salary is competitive and commensurate with education and experience.
Required Qualifications
Administrative Assistant I:
High school diploma or equivalent and one year of relevant experience.
Administrative Assistant II:
High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.
Preferred
Knowledge of general office procedures and practices; principles and techniques of effective verbal and written communications; personal computer and word processing, database management; ability to organize and maintain records.
Ability to understand and apply applicable rules, regulations, policies and procedures; deal with the public in a tactful and courteous manner; work independently; utilize problem-solving techniques; plan, organize and coordinate work assignments; communicate effectively verbally and in writing; establish and maintain effective working relationships with others.
Knowledge of PeopleSoft and campus resources.Must have the ability to prioritize assignments based on urgency or deadlines and work cooperatively with other staff to ensure that all tasks are completed in a timely manner and meet or exceed the standards for quality and performance as established by the department, college and university.
Special Instructions To ApplicantsIn order to be considered, you must upload your cover letter and resume.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
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.Health Assessment Required:
No
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