Administrative Assistant II

　　Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=529999&lJobSourceTypeID=796&sLanguage=en-us) Job no: 529999

　　Work type: Staff Full-Time

　　Location: Main Campus (Gainesville, FL)

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

　　Department: 19090000 - EG-MATERIALS SCI ENGINEERING

　　Classification Title:

　　Administrative Assistant II

　　Job Description:

　　The position resides in the Department of Materials Science and Engineering (MSE) in the College of Engineering. This position is one with a high level of responsibility requiring an individual who can manage many tasks, interact with individuals across campus, and represent the office inside and outside of the University. The individual is expected to work independently with minimal supervision and must be proactive with assignments, pay attention to detail, and take ownership of their responsibilities. They will assist in the daily management and administrative functions of the department, ensuring a smooth and efficient handling of the day-to-day activities. This position will report directly to the Administrative Support Assistant III and will aid in the daily administrative management of the Department on behalf of the Chair, Associate Chair, and Nuclear Program Director.

　　Front Office Support– Maintain a professional environment that reflects positively on the Department and with an appropriate level of discretion. Manage all front office clerical and reception tasks such as greeting visitors, answering multiple phone lines, maintaining room calendars, making copies, and serving as the primary purchasing agent for the front office, working with the Administrative Support Assistant III to remain within budget and adhere to all fiscal policies and guidelines. Work with other MSE Administrative Support Assistant to maintain inventory. Work with Administrative Support Assistant III to ensure work orders are placed

　　Departmental Support– Assist the Administrative Support Assistant III in confidentially maintaining Department administrative files, and with faculty awards. Assist the Marketing and Communications Assistant with the Department’s external communications for departmental events. Coordinates catering for MSE faculty meetings and works with Administrative Support Assistant III to coordinate catering for all events. Serve as the backup to the Administrative Support Assistant III for T&P, faculty annual evaluation activities.

　　Administrative Support– Serve as the secretary for the departmental Events Committee and provide administrative support for other assigned departmental committees. Scheduling meetings, taking minutes, writing correspondences, assisting with and providing support with events that may include travel. Assist Administrative Support Assistant III in gathering information for MSE and NE program reviews and Advisory Board meetings. Serve as the Administrative Assistant to the MSE Associate Chair, providing calendar, travel, UFGO, fiscal, and reception support. Serve as backup to the Administrative Support Assistant III for faculty meetings, EMA6936 canvas support, Plan, budget, and facilitate departmental summer events with the approval of the Administrative Support Assistant III and Chair. Coordinate MSE seminar agendas and assist with MSE seminar speakers and departmental guests' travel.

　　Research Administrative Support– Work with all administrators; Chair, Associate Chair, and Nuclear Program Director to manage their research space and time including coordinating meetings with students, ordering supplies, obtaining vendor quotes, tracking P-card transactions related to research, and more.

　　Miscellaneous Tasks– Miscellaneous tasks will be assigned to assist the Administrative Support Assistant III, Chair, Associate Chair(s), Nuclear Program Director, faculty, and staff in meeting the needs of their position and or the Department. To begin this will include cross-training to fill in for the Administrative Support Assistant III. Other duties will be assigned based on the qualifications of the individual.

　　Expected Salary:

　　$20.00-$22.00; commensurate with qualifications and experience

　　Minimum Requirements:

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

　　Preferred Qualifications:

　　SKILLS:

　　- Experience with Microsoft Office products (Outlook, Excel, Word, Teams, PowerPoint, etc.) - Understanding of or ability to rapidly adopt productivity tools (Zoom, Slack, MailChimp, etc.) - Customer service skills - Business office skills - Organizational skillsABILITIES:

　　- Ability to thrive in a fast-paced environment - Ability to prioritize multiple tasks in order to meet competing deadlines - Ability to plan, organize and coordinate work assignments from multiple colleagues - Ability to work independently and make decisions in a quick and decisive manner - Ability to communicate effectively in person, virtually, over the phone and in writing - Ability to be detailed, accurate and confidential with work assignments - Ability to maintain effective relationships with colleagues, faculty and students - Ability to work with people of varying backgroundsSpecial Instructions to Applicants:

　　In order to be considered for this position, applicant must upload a cover letter and resume with application.

　　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. See ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

　　Application must be submitted by 11:55 p.m. (ET) of the posting end date.

　　Health Assessment Required:No

　　Advertised: 18 Jan 2024 Eastern Standard Time

　　Applications close: 01 Feb 2024 Eastern Standard Time