Administrative Assistant II​/III

Classification Minimum Requirements

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

Level III:
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Administrative Assistant II/III

The position is located in the college of Education’s School of Special Education, School Psychology, and Early Childhood Studies (SESPECS). This position has both academic and fiscal responsibilities.

• Serves as department contact to vendors. Initiates requisitions & tracks purchases through the People Soft system until items are received and paid. P-card holder; tracks and reconciles purchases.
• Responsible for travel authorizations and expense reports for all SESPECS faculty & students traveling on state or other departmental or college issued funds when requested.
• Responsible for monitoring, posting and reconciling OE transactions paid from state and other department funds.
• Administers COE funding (awards, hiring packages) awarded to faculty.
• Ensures all expenditures are in compliance with college and university guidelines.
• Provides office/business manager with fiscal/HR support as requested.

• Assist school director and program coordinators with course scheduling, enrollment monitoring, course changes, and course evaluations.
• Assist with graduate applications and admissions; including recruitment and orientation events.
• Enter graduate student information into department and university databases and systems including re-admissions, change of degree, transfer of credits, supervisory committee, special appointments to committees, and admission to candidacy, etc.
• Assist with reports to department, college and graduate school as requested.

• Tracks and assists faculty with annual reports. Supports school director with annual faculty review materials, and promotion and tenure. Assists with faculty searches.
• Works closely with the office manager reviewing budget items and assisting as backup for payroll time approval.
• As needed, supports other department staff with text adoptions, final grades, and grade changes.
• Responsible for answering phones and greeting and assisting visitors.
• Assists faculty with special work requests.
• Other duties as assigned.

Salary is competitive and commensurate with education and experience.

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

Level III:
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

• Excellent computer skills.
• Knowledge of UFGO, Marketplace, People Soft, GIMS and UF procedures and regulations.
• Outstanding organizational and communication skills. Professionalism, problem solving and conflict resolution.
• Ability to prioritize multiple tasks, work with frequent interruptions, and pace work assignments to meet deadlines.