Administrative Assistant II

Administrative Assistant II

The PRIME STEM (Purpose + Reach = Individuals Measured for Excellence) and Project BEST (Building Exemplary Scholars for Tomorrow) programs are designed to provide opportunities for its participants for academic development, assists students with basic college requirements, and serves to motivate students toward the successful completion of their postsecondary education. The goal of both programs is to increase the college retention and graduation rates of its participants and help students make the transition from their undergraduate studies to graduate & professional school and into their careers.

The Opportunity:

The Administrative Assistant II serves as a key operational partner for two federally funded TRiO programs - Project BEST (Building Exemplary Scholars for Tomorrow) and PRIME STEM (Purpose + Reach = Individuals Measured for Excellence) - within UCF's Student Support Services department. This is a full-time, twelve-month position shared across both programs. In this role, you will provide comprehensive administrative and clerical support to assist in keeping both programs running smoothly and help the team focus on what matters most: student success. From managing program data and financial records to coordinating communications and supporting day-to-day office operations, your work will directly contribute to UCF's mission of increasing college retention and graduation rates for students who need it most. This position is ideal for a detail-oriented professional who thrives in a dynamic, mission-driven environment and is confident working with data systems, financial processes, and a diverse population of students, staff, and stakeholders.

This is a Contract and Grant (C&G) and time-limited funded position. Employment is subject to the availability of funding and may cease at the time funding for this employment is depleted.

Responsibilities:

• Administrative & Office Operations: Provides administrative support to staff and performs clerical duties across both Project BEST and PRIME STEM programs. Prepares, compiles, and distributes documents, reports, and correspondence using business software applications. Schedules and coordinates meetings, maintains calendars, and supports general office organization and information management. Manages student files (paper and electronic), archives and maintains all historical data, and tracks and documents student participation in project services. Manages employment paperwork and related HR documentation in support of program operations. Schedules equipment and office repairs as needed; contacts building maintenance and IT regarding office issues. Maintains and verifies the department's annual equipment inventory and property; serves as property custodian. Makes room reservations for events and meetings as needed.
• Data Management: Updates and maintains the Blumen data management system for tracking program and student data. Ensures data accuracy and integrity in support of program reporting and compliance requirements.
• Financial Operations: Assists in managing financial files, budget files, receipts, and related records (paper and electronic). Coordinates travel arrangements and tracks expenses and budgetary transactions in accordance with university guidelines. Makes routine purchases and processes payments via Workday in accordance with UCF Purchasing policies and procedures.

Minimum Qualifications:

High School Diploma or Equivalent and 2+ years of relevant experience; or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).

Preferred Qualifications:

• Background in TRIO programs or federally funded student support services.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, with the ability to prepare documents, reports, and presentations.
• Familiarity with Blumen or similar student data management systems used in TRIO or related programs.
• Knowledge of Workday or similar enterprise financial or HR information systems.
• Demonstrated ability to support financial operations, including processing purchases, tracking expenses, and managing budget documentation.
• Ability to coordinate travel arrangements and manage related expense documentation.
• Demonstrated ability to maintain confidentiality and handle sensitive student and employment records with discretion.
• Ability to communicate and coordinate with individuals from varied backgrounds and experiences.

Additional Application Materials Required:

Please include an updated resume. When applying, please have all your documents ready to upload at the same time. Once the submission process is finalized, the system does not allow applicants to submit additional documents later.

Special Instructions to the Applicants:

• The anticipated hourly rate for this position is $17.64 - $22.12. The final rate will be determined based on the candidate's qualifications, experience, and internal equity considerations.
• All applicants must be authorized to work for any U.S. employer. Visa sponsorship is not available for this position, and the university cannot accommodate H?1B transfers or employment-based visa processing for individuals currently sponsored by another employer.
• This is a Contract and Grant (C&G) and time-limited funded position. Employment is subject to the availability of funding and may cease at the time funding for this employment is depleted.