Administrative Assistant

Position: Administrative Assistant I
Classification

Title:

Administrative Assistant I

Classification

Minimum Requirements:

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

Job Description:

Administrative and Duties:

Serve as point of contact for all facilities and IT/phone work orders.

Assist in distributing mail and securing UF | Research's offices, daily when assigned.

Responsible for online directory upkeep, calendar maintenance, state vehicle reservations and logs, office supply orders, Gator One , and creation of UFID's and affiliations for external researchers.

Maintain up-to-date lists of the departmental staff, organizational charts as well as phone numbers and locations for all UF | Research staff.

Track and monitor all required training for the department annually and communicate with employees and department affiliates regarding training compliance.

Provide high-level customer service by serving as a liaison through various administrative duties for UF | Research's support units.

Creates and maintains employee personnel files, ensuring documents are accurate and records retention requirements are met.

Human Resource Duties:

Assists in processing new hires (OPS, Volunteers, and Student Assistants) including posting positions, processing background checks, performing pre-hire experience verifications, and completing necessary new hire paperwork, ensuring new hires are processed following university, state and federal regulations.

Process various job edits, reclassifications, changes in FTE, reclassifications, non-renewals, terminations/resignations and leave cash-outs.

Review time and labor for an assigned portfolio of departments on a bi-weekly basis through review of timesheets, leave applications and paylists. Assist in managing and retaining leave calendar and applications, and processing various payroll-related actions as-needed.

Assistance to the Director for Human Resources:

The Administrative Assistant I will perform a variety of duties as assigned by the Director of Human Resources according to daily needs and operation of UF | Research, Personnel Services. This includes performing errands, scheduling, reporting services/repairs, dis-tributing mail, and performing special projects as assigned.

Other duties as assigned:

The Administrative Assistant will be cross-trained to assist in all areas of the office during peak workload periods.

Miscellaneous:

Responsible for coordinating annual service pin award ceremony for service pin recipients.

Expected Salary:

$16.76 - $18/hr

Required Qualifications:

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

Preferred:

Bachelor's degree; understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy; effective communication skills; ability to manage multiple concurrent projects and make effective judgment to prioritize assignments; knowledge and ability to use office support tools, e.g., excel spreadsheets, organizational charts and e-mail communication; ability to work with a variety of individuals in a constructive and collaborative manner;

knowledge of office administration, ability to carry out ongoing office administration tasks effectively and efficiently in support of UF Research; ability to meet or exceed employee needs and provide excellent service in a direct or indirect manner; and ability to work effectively as part of a team.

Special Instructions to Applicants:

In order to be considered, applicants must provide a cover letter, resume, and list of