Administrative Assistant II

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:

Coordinate administrative operations for the DMD External Rotations Program including:
• Provide administrative support to the faculty liaison to external rotation sites for DMD students
• Manage the data collection system for DMD student external rotation activities
• Monitor data quality by reviewing submissions for completeness and accuracy from DMD students and external rotation sites
• Process, catalog, and distribute student evaluations of external rotation supervisors to rotation supervisors, the external rotations faculty course director, and the department chair
• Coordinate student travel logistics, including hotel reservations, travel authorizations, expense reports, and UF GO reimbursements
• Serve as a liaison between DMD students and the external rotations faculty course director by responding to inquiries and communicating program information
• Coordinate the annual extramural faculty meeting, including securing venue, catering, logistics, and onsite support

Provide administrative support to the department, including:
• Front desk support, answering phones, opening and distributing mail, scanning invoices, and filing
• Coordinate meeting and event logistics, including conference room reservations, catering, and audiovisual needs
• Maintain department administrative records, including check, parking, keys, and shared equipment logs
• Develop marketing and public-facing materials supporting departmental community programs and research centers in collaboration with faculty and staff
• Assist with purchasing and restocking of departmental office supplies
• Submit and monitor IT and facilities service requests
• Assist with annual inventory scanning

Provide administrative oversight of the Saving Smiles program’s reporting requirements, including:
• Prepare monthly invoices and compliance tracking
• Coordinate with department personnel to compile required documentation
• Perform data entry to support program requirements

Expected Salary:

$20/hr, commensurate with education/experience

Required Qualifications:

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

Preferred:

Excellent communication, organizational, and computer skills (including the Microsoft Office Suite)
Ability to learn and interact with data systems.
Adept in email and verbal communication.

Special Instructions to Applicants:

In order to be considered, you must upload your resume. 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 the Qualified Positions link on our applicant FAQs page for a list of eligible positions.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is open to current UF employees only.

Health Assessment Required:No