Administrative Assistant

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Job No: 536927

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department:  - LS-MATHEMATICS

• Administrative Duties

  Serve as the primary public contact for the office; greet visitors, students, and faculty; manage multi-line phone operations; and direct inquiries appropriately. Draft routine correspondence and complete administrative forms using Microsoft Office Suite. Maintain records of building maintenance complaints and submit work orders to the Physical Plant Division (PPD) for Little Hall and classrooms. Oversee and maintain department copy machines, including troubleshooting and requesting service.
  
  Lock and unlock department doors, including seminar rooms and other facilities. Manage check-in/check-out processes for department equipment, including laptops and projectors. Schedule reservations for seminar rooms and maintain reservation calendars. Arrange refreshments for departmental colloquiums, conferences, and special talks.

• Academic Activities

  Assist with administrative support tasks such as copying and courier deliveries. Update the online course syllabus each semester following department guidelines. Process and maintain student teaching evaluations. Support faculty with textbook adoption processes via the University's system and coordinate desk copy requests with publishers. Maintain records of loaned textbooks and complete teaching assignment cards with enrollment data. Coordinate course scheduling, including preparing and updating the schedule of courses and processing online changes as needed.
  
  Provide administrative support to the Undergraduate Coordinator, including assisting with enrollment, registration management, and advising material updates. Maintain faculty and teaching assistant schedule cards, including teaching assignments, office hours, and advising hours.

• Fiscal Responsibilities

  Coordinate domestic and international travel arrangements, including estimating expenditures and preparing travel documentation. Process Travel Authorization Requests, arrange prepayment of fees, and submit reimbursement vouchers. Maintain accurate travel expenditure records for both state and grant accounts. Prepare OPS paperwork for departmental visitors, ensuring compliance with U.S. immigration and tax regulations. Assist the Administrative Specialist III with monthly account reconciliations for departmental, grant, and overhead accounts.
  
  Report discrepancies to the supervisor and department chair.

• Other Duties

  Perform additional responsibilities as assigned by the supervisor.

• Minimum Requirements: High school diploma or equivalent and one year of relevant experience.
• Preferred Qualifications: Knowledge of People Soft and UF procedures and regulations;
  Excellent oral and written communication skills;
  Strong organizational skills with the ability to meet deadlines;
  Detail-oriented and able to work independently;
  Proficient in Microsoft Office Suite (Excel, Outlook, Word);
  Familiarity with FERPA regulations and the confidentiality of student records;
  Effective interpersonal skills for working with diverse groups across the university.

Expected Salary: $16.00-$19.00 per hour. This is a TEAMS position and is eligible for a suite of benefits, retirement options, and paid leave.

Minimum Application Materials: Upload your cover letter and resume.
Final date to receive applications: 11:55 p.m. (ET) of the posting end date.

Special Instructions: This position is eligible for Veteran's preference. If you are claiming Veteran's preference, upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more information.

Health Assessment

Required:

No

Applications Close: 09 September 2025

To apply: (Use the "Apply for this Job" box below)./536927

Our Commitment: The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call  or the Florida Relay System at  (TDD) or visit Accessibility at UF.