Administrative Assistant II

Administrative Assistant II

Job No : 536506

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Communications / Public Relations / Marketing, Office / Administrative / Fiscal Support, Veteran's Preference Eligible

Department : 19010200 - EG-ACADEMIC PROGRAMS

Job Description

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 :

This is a highly responsible and visible position within the Academic Affairs Office in the Herbert Wertheim College of Engineering Dean's Suite and will provide administrative support to the Academic Affairs Administrative Assistant. Provides assistance in answering the phone and acknowledging visitors to the Academic Affairs suite in a professional and friendly manner. The individual is expected to review the calendar of the Associate Dean on a daily basis to be informed of activities and provide the level of support and direction required in the overall mission of the Academic Affairs Office. The incumbent must work as a member of a team with other Dean's Office staff. The incumbent will report directly to the Academic Affairs Administrative Assistant. Time away from work will be coordinated with the Academic Affairs Administrative Assistant and Academic Dean.

Provides primary support for faculty committees and meetings to include coordinating the Honors & Awards Committee for the college. Disseminate award opportunities to the college departments, compile and review award packets, schedule the H&A committee, send nominations to appropriate awarding offices. Prepare draft award letters for Associate Dean's consideration. Provide support for the Herbert Wertheim College of Engineering Faculty Council, schedule the Fall and Spring college faculty meetings, work with the departments to update committees as faculty rotate on / off committees and work with UF Senate Office to conduct yearly college faculty senate election. Process requests for travel grants and graduate petitions. Update and maintain the engineering intranet and Academic Affairs Office and faculty council webpages by updating current information and creating new pages as needed using established template.

Provides support for the Curriculum Committee. Track curriculum items, forward approved items to the UCC and GCC as appropriate, schedule committee meetings, prepare agenda and take minutes during meetings. Serves as backup for the College Tenure and Promotion process; review FEA Dossier packets to ensure university procedures and guidelines are followed; update training materials for mid-tenure and progress-toward-promotion 3

rd

year reviews.

Assist in the primary activities of the office including answer phone and direct calls to appropriate office or administrator. Greet and assist visitors in a friendly and professional manner. Coordinate events as directed by the Academic Affairs Office including but not limited to, the Faculty / Staff / Student award ceremony, new faculty orientation; mentoring Workshops, Benton Lecture Series, and other similar events. Work with Marketing and Communications to create flyers, invitations, etc. send invitations, collect RSVP's, secure venue, obtain special approvals as needed, coordinate catering, or if appropriate, pick up food, set up, and cleanup for events.

Coordinate travel related activities for the Associate Dean and visitors. Using UFGO prepare expense reports for reimbursement of travel related activities.

Other duties as they relate and are appropriate.

Expected Salary :

$20.00-$23.00 / hour; commensurate with qualifications and experience

Required Qualifications :

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

Preferred :

• Possess the ability to prioritize tasks and work with various demands of their time, and personalities.
• Proficient in Microsoft Office applications, specifically, Word, Excel, and Outlook.
• Must exercise confidentiality with sensitive information or data.
• Ability to use own judgment in decision making without input from supervisor.
• Ability to perform assigned tasks without supervision.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate clearly and effectively both verbally and in writing.
• Ability to handle telephone calls in a courteous and professional manner.
• Ability to compose routine correspondence.
• Ability to establish and maintain effective working relations with others.
• Ability to organize files and other records.
• Knowledge of office procedures, grammar usage and basic math.
• Ability to work in a team oriented environment.
• Ability to function under stressful circumstances.
• Ability to interact cordially with co-workers to accomplish common tasks.
• Excellent communication and customer service skills required.
• Ability to work with frequent interruptions is required.

Special Instructions to Applicants :

In order to be considered for this position, you must upload a cover letter and resume with application.

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.

This position is re-posted, current applicants need not reapply.

Health Assessment Required :

No

Applications Close : 26 November 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 536506

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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