Administrative Assistant II

Administrative Assistant II

UCF TRiO's Project ACE & Project EDGE are seeking applicants for an Administrative Assistant II to join their team. The Administrative Assistant II reports to the Managers of the Upward Bound Program and is responsible for providing administrative support, office management, and logistics coordination.

We are looking for someone who is excited to join TRiO and support our mission in ensuring our students' success. This position works with students and student records; therefore professionalism, confidentiality, and discretion are essential in this role.

This is a 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:

• Maintain office operations, telephone calls, emails, mail, and packages; greet visitors and direct visitors to proper meeting locations and appointments.
• Process all necessary program paperwork and electronic records, including but not limited to: contracts, spend authorizations, expense reports, purchase orders, requisition and Workday cases.
• Maintain the program database (Blumen), including entering new student information, summer instructors' notes, trips and assisting the Managers with the annual performance report (APR).
• Maintain electronic participant records in compliance with federal confidentiality requirements (FERPA) and TRIO grant regulations; archives and maintains all historical data.
• Event & Program Support for staff & students: assist in planning trips, workshops, and the multi-week summer academy; coordinate transportation, lodging, catering, reserving classroom space and housing at UCF Main, ordering parking passes, CPR credits, obtain quotes, make purchases, make copies, etc.
• Maintain standard office machines and equipment; schedules repairs as needed. Place IT, building maintenance, and other work orders as requested.
• Serve as liaison between the programs and UCF departments, Florida TRIO and Blumen.
• Order keys, badges, business cards, expense cards, etc. for staff.
• Monitor and track expense and budgetary transactions, at times against a stated budget.
• Request transcripts and provide application consent forms to the respective school's records/school clerk.
• Maintain standard operation manuals for Upward Bound.
• Prepare reports, presentations, etc. to support program staff in achieving the grant's objectives.
• Other duties as assigned by UB Managers and/or Director.

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:

• Experience with office or administrative support, including asset management and supply ordering.
• Experience with bookkeeping or financial data entry, including accuracy in managing physical and electronic records.
• Experience providing outstanding customer service in a student or client-facing role.
• Familiarity with Workday, Cobblestone, or similar systems.
• Proficient with Microsoft Excel, spreadsheets, reports or presentations.

The ideal candidate may possess the following:

• Demonstrated ability to maintain confidentiality and safeguard sensitive records in accordance with organizational policies.
• Well-organized with strong attention to detail.
• Excellent communication skills, including written and verbal communication with people of diverse backgrounds.

Special Instructions to the Applicants:

The anticipated hourly rate for this position is $21.21 hourly ($44,288 annually). The final amount will be determined based on the candidate's qualifications, experience, and internal equity considerations.

This position requires a Level 2 Background Check through the Florida Department of Law Enforcement (FDLE) Clearinghouse prior to employment. For more information, please visit the FDLE Clearinghouse.

Position requires a valid Class E driver's license. This position may involve driving to various locations on and off campus to conduct University business.

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.