Administrative Support Assistant II

Classification Title: Administrative Support Assistant II Job Description:

Under administrative review by the Institute on Aging Director and administrator, performs administrative duties and internal and external communications and functions on behalf of the Institute Director and administration.

Duties include:

• Supports the Institute on Aging Director and administrator, maintains confidential files related to faculty, staff, and institute operations.
• Arranges, participates in and schedules social functions, meetings, conferences, committee meetings and records minutes.
• Researches and gathers information to assist in developing and drafting speeches, correspondence, presentations and reports, as needed by the institute leadership.
• Performs purchasing, travel arrangements, reimbursements, and license renewals.
• Provides support as needed with fiscal reporting, payroll distributions, space, asset management.
• Performs administrative duties for the Institute as requested; responsible for answering and directing phone calls, greeting visitors, coordinating appointments, handling mail as appropriate.
  Assist administrator with HR tasks as needed for the institute.
• Assist with Institute on Aging Research Seminars by attending and setting up PowerPoint presentations; provide technical support during the seminars; obtain data and maintain the database of speaker evaluations and CME credits.
• Coordinate information updates for the Institute on Aging website.
• Schedule Pepper Center scholar and junior faculty mentoring committee meetings. Attend mentoring meetings, take minutes and maintain individual progress notebooks. Prepare travel and reimbursement expenses for Pepper Center scholars. Assist with Pepper Center annual meetings, including external advisory board travel, honorariums, expenses.
• Other duties as assigned.

Expected Salary:

$22.51 - $24.90 per hour; commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:

• Excellent interpersonal skills and ability to communicate effectively both verbally and in writing; ability to prioritize, plan, organize and coordinate work assignments; to establish and maintain working relationships with University, College and administrative representatives, work independently, utilize problem-solving techniques, prepare reports.
• Must have excellent attention to detail, and be proficient in Reference Manager, Peoplesoft, and Microsoft Office.
• Coordinates multiple tasks and work independently and productively in a fast paced, deadline oriented environment.
• Experience with PeopleSoft.
• Experience with desktop applications like Outlook, MS Word, and Excel, Access, Adobe Acrobat; knowledge of PeopleSoft systems as they relate to the UF Accounting systems, Inventory, Purchasing and Disbursement Services.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume, and the contact information for a minimum of three professional references.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

This is a time limited position.

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

Health Assessment Required: No