Administrative Assistant II

Job No: 539214

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

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

Department:  - HH-SPM ADMIN-INSTRUCTION

Administrative Assistant II

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

• Provide administrative support to the department.
• Answer incoming calls for the departmental main phone line.
• Handle mail & Fed Ex shipments.
• Assist with processing departmental invoices, purchase orders, and purchases through myUF Market and PCard module.
• Assist Office Manager with all department funding accounts and fiscal reports requested by the Department Chair and Dean's Office.
• Assist with monitoring inventory and purchasing office supplies.
• Arrange catering for all department meetings and set up luncheons.
• Input job actions in ePAF in People Soft for all permanent, visiting, adjunct, courtesy faculty, staff, temporary OPS, and student assistant positions and maintain personnel files.
• Oversee processing of any international documents for faculty, staff, and students.
• Manage onboarding process for new faculty and staff, including new hire orientations, pertinent trainings, and meetings.
• Process disposals and surplus of assets.
• Assist with organization of special events as needed (e.g., Business of Sport Symposium, Speaker series).
• Maintain and update information for academic advising and department events.
• Support the UF Sports Analytics lab and the Associate Department Chair with processing hires, ordering materials, equipment, and other related expenses.
• Process budget entries for noncredit certificates or other financial needs for non-credit programs.
• Monitor and troubleshoot student registrations in non-credit programs.
• Support the Department with ADA compliance monitoring.
• Maintain website content and coordinate updates as needed.
• Assist Department Chair with initiatives related to department success (e.g., collect information for monthly newsletter, attend board meetings and keep minutes, facilitate annual events like Business of Sport Symposium).
• Answer and screen calls for the Department Chair when absent.
• Coordinate travel bookings (flights, hotels, registrations) and process travel expenses for the Department Chair.
• Keep and share minutes of all Department meetings organized by Chair.
• Obtain chair's approval and signature on various documents and correspondence, and organize and route them timely.
• Initiate and process department travel authorizations and purchasing related to research expenses or other categories for faculty, staff, students, and invited guests.
• Maintain submission forms and provide instruction on processes of authorizations and expense reports.
• Verify funds are available for travel expenses and reimbursements through various funding sources.
• Keep current on UF policies and regulations related to travel and other fiscal duties and maintain department spreadsheet tracking expenses on departmental allotments.
• Assist students, parents, and guests in scheduling appointments with Academic Advisors; support Chair, Academic Advisors, and Faculty on course scheduling each semester, obtaining classrooms, coordinating with the Registrar's Office, facilitating classroom changes, scheduling spring/summer/fall course offerings, departmental textbook adoptions, semester faculty teaching evaluations, and indirect cost space allocation report.
• Assist the Director of Engaged Learning and Outreach and the Internship Coordinator with their programmatic needs.
• Other miscellaneous duties as requested by Office Manager and Department Chair.

$25-26 per hour; commensurate with qualifications and experience.

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

People Soft training as required; ability to handle telephone calls and in-person inquiries in a courteous and effective manner; skilled in operation of equipment; knowledge of department and UF policies and regulations related to undergraduate advisement; ability to evaluate and make decisions; ability to establish and maintain effective working relations with others; knowledge of general office procedures and proper business styles and formats.

To be considered, you must upload your cover letter, resume, and contact information for 3 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.

No

02 April 2026

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