Administrative Assistant II

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 Pagefor more specific information.

Health Assessment Required:No.