Administrative Assistant

Apply now Job no: 540002
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:  - LS-ANTHROPOLOGY-GENERAL

Classification

Title:

High school diploma or equivalent and one year of relevant experience.

Job Description:

The Administrative Assistant I supports the department’s daily administrative and operational functions and serves as a key point of contact for faculty, staff, students, and visitors. This position assists with front-office operations, travel and expense coordination, facilities and security processes, records management, event support, and basic fiscal activities. The role requires strong customer service, organization, attention to detail, and the ability to manage multiple priorities while supporting efficient department operations.

• Serve as a receptionist and point of contact for external communications, mail, deliveries, phone calls, and front-office logistics.
• Maintain department meeting space and vehicle calendars, record retention processes, and Print Smart device support.
• Manage department key inventory, punch lock, and Lenel systems to support the security of research, teaching, and academic spaces.
• Coordinate facilities requests, equipment requests, repairs, upgrades, and follow-up on work order completion.
• Assist with annual space report interviews and data entry.
• Process semester setup for student/teacher evaluations and communicate deadlines and required actions to instructors.
• Assist with planning and execution of department-wide events, including receptions, open houses, holiday parties, and recruitment weekends.

• Arrange travel for faculty, students, and visitors, including ticket purchases, transportation, lodging, travel requests, and expense reports.
• Prepare required savings justifications and process international travel-related needs.
• Process foreign travel equipment requests in accordance with UF Travel and Asset Management policy.
• Apply UF travel and purchasing guidance to support compliant arrangements for travelers and department activities.

• Assist with transaction input, account reconciliation, reports, spreadsheet annotations, and fiscal verification.
• Process journal entries to transfer scholarship funds or correct fiscal transactions as required by the department.
• Serve as P-Card auditor for department employees with purchasing authority.
• Inventory and identify departmental property with decal tags through my Assets.

Preferred:

• Knowledge of People Soft Travel and Disbursement modules and related UF directives.
• Experience with travel coordination, expense processing, facilities support, records coordination, or front-office operations.
• Ability to work independently, stay organized, meet deadlines, and attend to detail.
• Strong interpersonal skills for interaction with faculty, staff, students, visitors, and university offices.
• Experience supporting fiscal transactions, P-Card auditing, property inventory, or related administrative processes.

Health Assessment

Required:

No

The University of Florida is an Equal Employment Opportunity Employer.