OPS Client Access and Admin Support Assistant

Job no: 541886
Work type: Temp Part-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department:  - VM-COMP, DIAG & POP MEDICINE

Classification

Title:

OPS Client Access and Admin Support Assistant

• - Bachelor's degree in business administration, natural sciences, or a related field.
• - Two years of relevant experience in administrative support, office operations, financial administration, customer service, or a related field.
• - This is a part-time position requiring 20 hours per week of in-person work, scheduled during regular office hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.), excluding UF holidays.

The candidate will provide essential administrative, clerical, client access, and fiscal support to VFSL and its personnel. VFSL is an internationally recognized forensic service within the UF College of Veterinary Medicine that serves governmental agencies, law enforcement organizations, animal services agencies, and non profits.
This role supports the efficient day to day operations of VFSL and advances its clinical, research, academic, and educational activities. The ideal candidate is highly organized, detail oriented, and service focused, able to manage multiple priorities, exercise sound judgment, maintain confidentiality, and communicate effectively with faculty, staff, trainees, students, and external partners.

1. Client Registration, Administrative Case Intake, and Scheduling

• Serve as the primary administrative point of contact for agencies and organizations seeking services from the VFSL.
• Respond to routine inquiries regarding laboratory services, submission requirements, case intake procedures, and other administrative processes.
• Coordinate client registration and initiate the administrative case submission process, ensuring that required forms, contact information, agency details, and billing information are complete and accurate.
• Initiate scheduling of appointments for evidence drop-offs in accordance with established laboratory procedures.
• Confirm that administrative documentation and scheduling information are complete before a submission arrives at the laboratory.

2. Financial and Procurement Support

• Prepare and distribute invoices for laboratory services in accordance with established UF and VFSL procedures.
• Maintain an invoice tracking system documenting invoice numbers, clients or agencies, dates issued, amounts billed, payments recorded, and outstanding balances, as applicable.
• Track laboratory revenue and routine expenditures using established spreadsheets, databases, or university-approved financial systems.
• Maintain organized records of invoices, receipts, purchase orders, and other supporting financial documentation.
• Monitor outstanding invoices and follow up with clients or coordinate with appropriate UF personnel regarding payment status and billing discrepancies.
• Assist with preparing routine summaries of invoicing activity, revenue, expenditures, and outstanding balances for laboratory management.
• Prepare purchase requests and related documentation in accordance with UF purchasing procedures.
• Maintain purchasing records and assist with tracking routine laboratory supply expenditures.
• Participate in routine inventory reviews and restocking activities.

3. General Administrative Support

• Provide administrative support for daily laboratory operations, including correspondence, scheduling, records management, and coordination with external partners.
• Assist with drafting, updating, organizing, and maintaining standard operating procedures (SOPs), forms, and administrative workflows.
• Maintain organized electronic records and documentation in accordance with UF and VFSL procedures.
• Assist with maintaining administrative logs, contact lists, and other records needed for laboratory operations.
• Maintain the confidentiality and security of client information, law enforcement communications, case records, and other sensitive laboratory information in accordance with applicable university policies, information-access requirements, and laboratory procedures.

$19.00 - $20.00 / hourly

• Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint, and Adobe Acrobat, with the ability to create and edit complex documents and spreadsheets.
• Demonstrated ability to manage multiple priorities, exercise sound judgment, maintain confidentiality, and work…