Administrative Assistant II

Administrative Assistant II

Fiscal Support: Process travel requests and expense reports in compliance with UF Travel and Expense Directives. Review the fiscal submissions email account during monthly reporting periods to ensure the timely processing of travel documents. Act as a delegate for statewide employees in UF GO to create travel requests and expense reports. Review county travel reimbursement requests and process staff expense reports and cash refunds. Create travel requests for special events such as conferences, trainings, and meetings. Enter approved expense reports in OE file. Provide administrative support by creating, updating, and maintaining purchase orders, and other fiscal forms. Program Support: Provide administrative support for curriculum development, implementation, and educational programming activities. Coordinate the preparation, formatting, organization, and distribution of educational materials, training resources, communications, and program documentation. Maintain program and curriculum files, inventories, resources, and resource management systems to ensure materials are current, accessible, and aligned with organizational standards. Assist with scheduling meetings, trainings, and staff engagements, including curriculum review meetings; prepare agendas, take meeting notes, and track follow-up actions. Support quality assurance and continuous improvement processes related to curriculum delivery and educational programming. Collaborate with educators, subject matter experts, and program staff to facilitate timely updates and dissemination of curriculum materials and program initiatives. Manage inventories of educational supplies, resources, and publications used in curriculum delivery, including procurement and resource ordering activities. Data Entry: Enter EFNEP participant data into WebNEERS, including demographics, 24-hour food recalls, and evaluation questionnaires/surveys. Approximately 13000 participants' data are expected annually. Check for duplicate entries and prioritize data entry as directed by the Data Management Analyst (DMA). Update SharePoint/myData App to reflect WebNEERS entry status. Report findings to the DMA and assist in resolving issues, including contacting counties for clarification or resubmission. Quality Assurance: Review data packets in SharePoint for completeness and log submissions as necessary. Monitor the dedicated data submission email account as necessary. Conduct accuracy checks on WebNEERS data and resolve errors in collaboration with the DMA and program coordinator. Maintain data logs and track the status of each group submitted. Organize data groups by county before and after entry. Provide clarification and respond to data-related inquiries. Review monthly reporting data (e.g., master spreadsheet) for accuracy, including travel-related data. Support the DMA by summarizing observations, including documentation of data trends, inconsistencies, and areas requiring follow-up or clarification for quarterly unit reviews. Other duties as assigned

Expected Salary: $19.20 per hour

The University of Florida offers highly competitive benefits and retirement options, generous leave plans, a health and wellness program that reflects its commitment to quality of life and quality of work, and many more competitive perks and rewards.

Required Qualifications: High school diploma or equivalent. Valid Driver's License. Bilingual (English, Spanish). Ability to type 45 accurate words per minute.

Preferred: Fluent in English and Spanish. Proficient in Microsoft Office Suite and other computer applications. Excellent communication and organizational skills. Ability to work independently. Able to effectively communicate procedures and provide training to colleagues. Follow instructions and meet deadlines. Ability to multitask effectively and prioritize workload to meet organizational goals. Ability to prioritize assignments. Ability to do tasks with special attention to detail and understand process management. Experience using the UF GO platform. Excellent attendance history in past positions.

Special Instructions to Applicants: In order to be considered, you must upload your cover letter, resume and references. This is a time-limited, grant funded position. The position is located at the EFNEP State Office on the University of Florida's East Campus on 2046 NE Waldo Rd, Gainesville, FL 326096. 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.

Health Assessment Required: No