Administrative Assistant II

Administrative Assistant II

Job No : 537206

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

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

Department : 16360100 - LS-PHYSICS-GENERAL

Job Description

Classification Title :

Administrative Assistant II

Classification Minimum Requirements :

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

Job Description :

The Administrative Support Assistant II provides comprehensive office management and payroll support for the Department of Physics. This role encompasses a wide range of administrative duties essential to the efficient operation of the department. The incumbent will serve as a backup for payroll and time and labor issues, manage daily administrative tasks, and provide essential support to faculty, staff, and students. The ideal candidate should demonstrate exceptional organizational skills and a strong ability to coordinate diverse administrative operations.

Answer a multi-line phone system, greet visitors and guests in the reception area, and assist guests in locating department members and offices.

Assist graduate and undergraduate students with various inquiries.

Distribute mail daily and manage package delivery, including maintaining the package log and assisting with packages from the loading dock area.

Order and organize office supplies, business cards, and nameplates for the department's front office.

Maintain shared calendars for the main conference room and other Physics meeting rooms.

Update and maintain the department's website with current information and photos of staff and faculty.

Distribute and manage accurate records of keys to faculty, staff, and students.

Monitor and maintain the usage log and license forms for approved drivers of Physics-operated vehicles, ensuring proper recording of vehicle logs with mileage and appropriate UF Business purposes.

Manage the Lost and Found received items log.

Assist the Administrative Specialist in arranging meetings and departmental social events for faculty and staff, and act as a backup in their absence.

Monitor the progress of student assistants scanning personnel files.

Serve as a payroll backup for the department, assisting all employees with timesheet entry and resolving errors.

Conduct precise reviews of pay lists to ensure accurate payment, preventing under- or over-payments and incorrect overtime compensation.

Review time and labor entries for the department, following up with staff for necessary corrections and approvals.

Manage moving and relocation reimbursements via ePAF.

Process FMLA / Leave requests and additional payments.

Perform additional tasks as required by the Department Chair and Administrative Specialist, adhering to University of Florida policies and procedures.

Expected Salary :

Salary range is $19 to $21 per hour commensurate with qualifications and experience, and the compensation includes a full benefits package.

Required Qualifications :

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

Preferred :

Strong ability to initiate, compile, organize, and analyze data.

Excellent verbal and written communication skills.

Proficiency in PeopleSoft, computer systems, and understanding of university policies and procedures.

Demonstrated ability to assign, review, and coordinate work effectively.

Commitment to staying updated on changes and new systems through workshop training classes.

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 Veteran's Preference Page for more specific information.

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

Health Assessment Required :

No.

Applications Close : 06 October 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537206

Our Commitment :

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

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