Administrative Assistant II
Job no: 531895
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 04040000 - SL-CAREER CONNECTIONS CENTER
Classification Title:
Administrative AST II
Job Description:
Provides direct administrative support to the associate vice president for career and integrative partnerships, including but not limited to acting as point of contact between the leader and stakeholders for calendar activities, planning coordination and arrangements. Creates and maintains records, notes, and workflows for administrative processes, contacts, and follow-up actions. Prepares reports, presentations, and materials for administrative projects and activities. Provides proactive communications, troubleshooting, and administrative support to aid advancing management efforts, as needed for the associate vice president.
Coordinates meetings, programs and events held within the portfolio of career and integrative partnerships leadership through the facility reservation and other engagement activities. Ensures outstanding first impressions for students and all stakeholders. Aids in planning, logistics, attendee follow-up, communications, disbursement, scheduling, and day-of arrangements. Collaborate with others for facility events, collaborative partnerships, and institutional priority efforts. Aids units with scheduling of staff meetings, training sessions, visitor tours, guest activities and other administrative logistical functions. Assists with other administrative functions related to the operations of the units within the portfolio.
Serves as the first point of contact for personnel action in PeopleSoft for units within the portfolio. Manages the general lists of staff schedules, emergency contacts, supplies, and other personnel for inventory functions. Works in university and departmental databases to coordinate and process administrative, logistics, and records functions. Maintains administrative procedure documents, technology inventory and meeting space procedures. Aids in facility security activities.
Conducts purchases for the career center and units within the portfolio, as needed. Provides support to internal controls and reconciliation processes upon delivery of purchase. Works in university and departmental databases to coordinate and process actions, travel and records functions. Compiles data, conducts research, and formulates recommendations for operational, coordination, and administrative matters.
Attends staff meetings and one-on-one supervision meetings to ensure clear communication with colleagues and supervisors. Participates in department, division, and university-wide committees. May have indirect impact on the position duties of other Center staff members. Track, report and communicate outcomes of projects to various Center stakeholders including students, alumni, faculty/staff, and employers. Lives out Center's values in all aspects of job function.
Expected Salary:
$22-24.00 per hour
Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.
Preferred Qualifications:

• Proven office management, administrative or assistant experience with a customer service-oriented attitude

• Ability to solve problems, attention to detail, reliable attendance, and ability to work effectively with the administrative team are essential to this position.
• Must have excellent computer skills and knowledge of software applications including Microsoft Office, particularly Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills with the ability to communicate effectively.

Special Instructions to Applicants:
This position is eligible for veteran's preference. 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 our Veteran's Preference Page for more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 13 Jun 2024 Eastern Daylight Time
Applications close: 27 Jun 2024 Eastern Daylight Time