Administrative Assistant I Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=534375&lJobSourceTypeID=796&sLanguage=en-us) Job no: 534375 Work type: Staff Full-Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible Department: 16320000 - LS-MATHEMATICS Classification Title: Administrative Assistant I Job Description: Administrative Duties + Serve as the primary public contact for the office; greet visitors, students, and faculty; manage multi-line phone operations; and direct inquiries appropriately. + Handle incoming and outgoing mail, ensuring proper labeling and distribution. + Draft routine correspondence and complete administrative forms using Microsoft Office Suite. + Maintain records of building maintenance complaints and submit work orders to the Physical Plant Division (PPD) for Little Hall and classrooms. + Oversee and maintain department copy machines, including troubleshooting and requesting service. + Lock and unlock department doors, including seminar rooms and other facilities. + Manage check-in/check-out processes for department equipment, including laptops and projectors. + Schedule reservations for seminar rooms and maintain reservation calendars. + Arrange refreshments for departmental colloquiums, conferences, and special talks. Academic Activities + Assist with administrative support tasks such as copying and courier deliveries. + Update the online course syllabus each semester following department guidelines. + Process and maintain student teaching evaluations. + Support faculty with textbook adoption processes via the University’s system and coordinate desk copy requests with publishers. + Maintain records of loaned textbooks and complete teaching assignment cards with enrollment data. + Coordinate course scheduling, including preparing and updating the schedule of courses and processing online changes as needed. + Provide administrative support to the Undergraduate Coordinator, including assisting with enrollment, registration management, and advising material updates. + Maintain faculty and teaching assistant schedule cards, including teaching assignments, office hours, and advising hours. Fiscal Responsibilities + Coordinate domestic and international travel arrangements, including estimating expenditures and preparing travel documentation. + Process Travel Authorization Requests, arrange prepayment of fees, and submit reimbursement vouchers. + Maintain accurate travel expenditure records for both state and grant accounts. + Prepare OPS paperwork for departmental visitors, ensuring compliance with U.S. immigration and tax regulations. + Assist the Administrative Specialist III with monthly account reconciliations for departmental, grant, and overhead accounts. Report discrepancies to the supervisor and department chair. Other Duties + Perform additional responsibilities as assigned by the supervisor. Expected Salary: $16.00-$19.00 an hour. This is a TEAMS position and is eligible for a suite ofexcellent benefits, retirement options, and paid leave. (https://hr.ufl.edu/benefits/eligibility/staff-teams) Minimum Requirements: High school diploma or equivalent and one year of relevant experience. Preferred Qualifications: + Knowledge of PeopleSoft and UF procedures and regulations. + Excellent oral and written communication skills. + Strong organizational skills with the ability to meet deadlines. + Detail-oriented and able to work independently. + Proficient in Microsoft Office Suite (Excel, Outlook, Word). + Familiarity with FERPA regulations and the confidentiality of student records. + Effective interpersonal skills for working with diverse groups across the university. Special Instructions to Applicants: In order to be considered, you must upload your cover letter and resume Application must be submitted by 11:55 p.m. (ET) of the posting end date. 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 Vete r an's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/)  for more specific information. Health Assessment Required:No. Advertised: 06 Jan 2025 Eastern Standard Time Applications close: 17 Jan 2025 Eastern Standard Time