Administrative Assistant II

Administrative Assistant II

The Administrative Assistant II serves as an intermediate level role within the Artificial Intelligence Academic Initiatives (AI) Center, a unit of UF Information Technology (UFIT). This position supports the university's mission through exceptional service and operational excellence. Stationed at the front reception desk, this individual serves as the first point of contact for visitors. They are responsible for welcoming guests, ensuring meeting participants are properly announced, and representing the University with a consistently professional, friendly, and service oriented demeanor. This is a high visibility role requiring strong organizational skills, the ability to manage multiple concurrent tasks, and the professionalism to engage effectively with a wide range of constituents. In this role, this individual is expected to work independently with minimal day-to-day supervision, while receiving support from the Project Manager and other administrative team members.

The primary responsibilities of this position include assisting with budget, fiscal, and travel processes in close coordination with the UFIT Business Center. This role also involves performing a variety of administrative tasks that require a broad understanding of the University of Florida's colleges and units. The incumbent will regularly interact with various stakeholdersstudents, faculty, staff, corporate and industry partners, and leaders from state and federal agencies.

Responsibilities and characteristics of this position are:

• Fiscal, Procurement and Business Operations Support
• Travel Coordination and Processing
• AI Learning Academy Classroom
• Administrative Support & Office Operations
• Event Support

About UF Information Technology

Led by Senior Vice President and CIO Elias Eldayrie, the nine departments comprising UFIT are: Academic Technology; AI Center; Applications, Development, and Integrations; Business Center; Customer Experience and Resource Planning; Data Platform and Analytics; Information Security Office; Infrastructure and Communication Technology; and Research Computing. UF Information Technology (UFIT) enables teaching, learning, research, and service on campus and across the region with state-of-the-art enterprise IT systems, including SEC and SUS universities, and the opportunity to teach using HiPerGator.

About the University of Florida

One of America's all-around best universities, the University of Florida drives future-making education, eye-opening discoveries, life-saving health care, and community-building collaboration for our state, our nation, and our world. UF is in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from Florida's West Coast, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF's large college sports programs, museums, and performing arts center support various activities and cultural events for residents to enjoy.

Exceptional Benefits

UF provides various leave programs based on an employee's salary plan, including vacation, sick leave, holidays, personal leave days, and paid family leave. In addition to paid time off, the University of Florida offers a very competitive benefits package.

Expected Salary: $21.55 - $24.90/hr; Commensurate based on education and experience.

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

Preferred: The ideal candidate will possess the following education, experience, and skills:

• 3+ years administrative experience and familiarity with the roles of academic leaders (chairs, directors, deans, and higher-level executive staff) to provide professional level assistance effectively and proactively.
• Proficient in Adobe, Microsoft Office including Outlook, Word, Excel, Access and PowerPoint. Ease with learning new programs and competence in project management skills is desired.
• Perform administrative services such as answering phones, retrieving phone system messages, making calls, recording minutes, and maintaining calendars.
• Interact professionally with the public in a sensitive and professional manner, screen requests and materials effectively and efficiently, and handle a variety of situations readily.
• Ability and the initiative to take on projects and work independently, be highly organized, and have the ability to recognize, prioritize, and proceed in an independent manner with tasks.
• Proficient in writing and communication skills, ability to independently determine responses and compose correspondence, and must have good proofreading skills.
• Punctual and maintain an excellent attendance record.
• Ability to safely lift and carry objects weighing up to 40 pounds, as needed for organizing materials, moving supplies, and event set-up/breakdown.

Special Instructions to Applicants: Applicants are required to submit the following with their application: Cover Letter, Resume, List of professional references with contact information (Minimum of 3 with one from a previous or current supervisor). The application must be submitted by 11:55 p.m. (E.T.) of the posting end date. A Level 1 Criminal Background Screening is required. 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