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Administrative Support AST II

University of Florida

Gainesville, FL

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JOB DETAILS
SALARY
$21.55–$26.34 Per Hour
SKILLS
Administrative Skills, Audiovisual, Billing, Budget Reporting, Calendar Management, Catering Services, Communication Skills, Contract Creation, Data Collection, Detail Oriented, Event Management, Expense Tracking, Financial Transactions, Identify Issues, Inventory Management, Logistics, Mail Processing, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Office Management, On Site Support, Onboarding, Operational Support, Order Processing, Organizational Skills, Process Management, Program Evaluation, Project Management Software, Purchase Orders, Purchasing/Procurement, Reconciliation, Reimbursement, Seminars, Team Player, Time Management, Travel Planning
LOCATION
Gainesville, FL
POSTED
1 day ago
The Water Institute is seeking an Administrative Assistant II who is organized, proactive, has excellent communication and time management skills, and thrives in a fast-paced, collaborative office that demands multitasking and adaptability. The successful candidate will work under the direction of the Water Institute Assistant Director and with other Water Institute staff to provide programmatic, administrative and fiscal support to the Water Institute programs.
Classification Title:Administrative Assistant II
Classification Minimum Requirements:High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Job Description:

Fiscal support:

  • Drafts contracts, budgets, and reports with direction from supervisor. 

  • Processes purchasing and financial transactions related to program activities, such as receipts, invoices, expense reimbursements, PCard reconciliation and purchase requisitions/orders. 

  • Makes travel arrangements and processes reimbursements for students, staff, faculty, seminar and symposia speakers, and other invited guests. 

 

Event Planning and Programmatic support: 

  • Provides logistical support for research, education and outreach program activities. 

  • Coordinates event planning, scheduling, set-up, and on-site coordination for Water Institute seminars, workshops, meetings and other events. Activities may include collecting participant registrations, room reservations and setup, catering orders, and managing all audio-visual and IT needs, including scheduling, setup, troubleshooting, and on-site support. 

  • Tracks event expenses; coordinates event billing and payment processes with fiscal/travel services unit. 

  • Assists with data collection and tracking for program evaluation, including contributions to annual reports and monitoring participant engagement and program impact. 
     

 Office management and administrative support:

  • Provides general office support that includes managing inventory, mail and equipment. 

  • Assists with tracking program activities using project management tools. 

  • Serves as departmental liaison to the IT unit, facilities, and vendors. 

  • Maintains office calendars and shared scheduling tools; supports meeting scheduling and logistics. 

  • Coordinates onboarding processes for new staff, interns, and students. 

 

Other duties:

  • Other duties will be assigned based on the needs of the unit 

Expected Salary:
$21.55-$26.34
Required Qualifications:High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred:

The ideal candidate will demonstrate strong attention to detail and accuracy in supporting administrative and fiscal processes, including financial transactions, scheduling, and event coordination. They should be comfortable managing multiple priorities, supporting program operations, and adapting to evolving needs. 

 

Proficiency in Microsoft Outlook, Teams, Zoom, Excel, Word and PowerPoint is required. Knowledge of project management tools (e.g., Monday.com, Microsoft Planner) is desired. Familiarity with University of Florida systems and processes, including myUF Marketplace and UF GO is preferred.

Special Instructions to Applicants:
• In order to be considered, applicants must provide a cover letter, resume, and list of
professional references.
• Application must be submitted by 11:55 p.m. (ET) of the posting end date.
• This is not a remote position and is located on the University of Florida main campus in
Gainesville, FL.
• A criminal background check is required.
 

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.

Health Assessment Required:No

 

About the Company

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University of Florida

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