Classification Title:

Administrative Assistant II

Job Description:

The Department of Chemistry is seeking an Administrative Assistant II. This position facilitates the specialized needs of the Chemical Biology Division within the Department of Chemistry, currently consisting of 6 faculty, as well as ~40 graduate students and other scientific personnel.An essential feature for the job is the ability to multitask. This is clearly indicated by the list of responsibilities noted below and by the fact that the person hired will be working for the professors and research groups. Duties and responsibilities include, but are not limited to:

Administrative Support

Process divisional invoices, purchase orders, and purchases through myUF Market, myUF Payment Solutions, and PCard module. Create, process and manage electronic requisitions and change orders. Record keeping and placing of orders, reconciliation and verification of P-Card purchases, and monthly assembly of P-card purchases. Record keeping and submission of reimbursement requests for the chemical biology professors and their respective group members. Monitor and prepare paperwork for University of Florida Foundation accounts containing divisional funds. Monitor and purchase office supplies and office equipment (e.g. copy machine, laser printer and scanner). Support the Annual Activities Reports and members who chair various committees by arranging committee meetings, coordinating schedules in order to perfect date, time and place of meetings. Create and maintain files and summaries to enhance expedition of search matters. Create work orders for computer and building maintenance issues. Schedule meetings and maintain conference room calendar. Arrange for catering for divisional meetings and set up luncheons. Organize special events as needed. Other administrative duties may be required as needed.

Grant Submission Support

Assists with the preparation and submission of proposals, budgets, reports and other documents and correspondence associated with federal and non-federal funding for research. Coordinate with faculty to enter relevant grant proposal information into UFIRST. Correspond with Department of Chemistry fiscal office, UF College of Liberal Arts and Sciences, and UF Department of Sponsored Programs to resolve grant preparation questions and issues in a timely manner.

Academic Support

Prepare and archive of teaching materials and assistance with teaching-related paperwork. On occasion, administer, proctor, and keep secure early, late and make-up exams for individual professors of division. Collaborate with teaching help that faculty requires. Serve as administrative liaison for visitors/students seeking a J1 Visa. Interact with international academic colleagues, guest speakers, and individuals on sabbatical and guide them through the DS 2019 application process. Ensure visitors comply with guidelines set for by the Division of Homeland Security and the UF International Center. Prepare and submit extensions and other changes for J1 participants within our laboratories.

Travel Support

Initiate and process division travel authorizations for faculty, staff, students, and invited guests. Initiating, processing, and submitting division travel expense reports and general reimbursements for faculty, staff, students, and invited guests. Maintain submission forms that are current with the needs of the division, and provide instruction on process of authorizations and expense reports. Verifies funds are available for travel expenses and reimbursements through various funding sources. Keeps current on UF policies and regulations related to travel and other fiscal duties.

Customer Service

Acting as a receptionist to answer phones, route visitors, and answer student questions. Handling and processing of correspondence regarding division matters both incoming and outgoing. Also responsible for schedules of all divisional faculty.

Miscellaneous

Other duties as assigned

As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university's core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.

Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow's leaders is not the only task occupying our over 800 faculty.

Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.

UF is the state's oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6 th in the country among public universities (US News and World Report 2023 rankings) and 1 st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 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 a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at Visit Gainesville .

Expected Salary:

The salary range is $18.00 - $20.00 per hour, commensurate with qualifications and experience and the compensation includes a full benefits package.

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 business and retailers!

To see more, visit, benefits.hr.ufl.edu.

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:

Experience in planning, organizing, and coordinating work assignments to facilitate efficiency and meet deadlines

Knowledge of university administrative process practices; familiarity with PeopleSoft and UFirst grant proposal submission systems is preferred but not required.

Knowledge of computer database management

Knowledge of record and file management

Ability to multitask

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references.

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

Advertised: 17 May 2024 Eastern Daylight Time
Applications close: 27 May 2024 Eastern Daylight Time