Administrative Assistant II

Administrative Assistant II

This position performs comprehensive office administration and operational support for the University of Florida College of Pharmacy Jacksonville Campus. The role serves as the primary point of coordination for office supplies, equipment, correspondence, travel, scheduling, records management, and administrative workflows, ensuring efficient day-to-day campus operations. The position works closely with campus leadership, faculty, staff, and the Shared Services Center (SSC) to ensure compliance with university policies, accuracy of documentation, and uninterrupted administrative support specific to the Jacksonville location.

Office Operations, Supplies, and Equipment Management (Jacksonville CampusSpecific)

• Orders, stocks, tracks, and distributes office, instructional, and event supplies for the Jacksonville campus.
• Maintains accurate inventory records and forecasts supply needs to prevent shortages or delays.
• Operates, monitors, and coordinates maintenance for standard office equipment (copiers, printers, phones, audiovisual equipment, videoconferencing systems).
• Serves as primary contact for equipment service agreements, work orders, repairs, and vendor coordination.
• Maintains pharmacy lab supplies, coordinates biohazard and chemical waste disposal, and ensures regulatory compliance.
• Develops and maintains organized physical and electronic filing systems related to campus operations.

Administrative Support, Scheduling, and Travel Coordination

• Coordinates travel arrangements, including flights, lodging, rental cars, and expense reimbursements, ensuring compliance with UF and SSC policies.
• Arranges meetings and events by scheduling rooms, equipment, catering/refreshments, and logistics for Jacksonville?based activities in coordination with Academic Coordinator and Student Affairs Coordinator.
• Manages calendars and room scheduling using Outlook, Google, and campus scheduling tools.
• Prepares and distributes internal and external correspondence to appropriate recipients.

Records, Reporting, and Accuracy Management

• Processes and documents administrative requirements for orders, invoices, equipment requests, and staff/facilitator paperwork.
• Coordinates preparation and distribution of standard reports (e.g., activity tracking, supply usage, facilitator hours).
• Implements checklists and cross?checking procedures to ensure high accuracy in administrative outputs.
• Identifies potential errors or omissions, evaluates impact, and applies corrective actions.

Collaboration, Communication, and Process Improvement

• Collaborates with campus leadership, faculty, staff, and SSC partners to ensure smooth administrative workflows.
• Communicates clearly upward, downward, and outward while maintaining professionalism and empathy.
• Documents administrative process flows between departments and contributes to best practices and workflow improvements.
• Adapts communications and materials to the intended audience and provides feedback or clarification when needed.

Problem Solving and Campus Support

• Uses appropriate problem?solving approaches to resolve administrative, logistical, or operational issues that affect campus operations.
• Leads or participates in resolving time?sensitive or high?impact problems related to supplies, scheduling, or equipment.
• Captures lessons learned and applies them to prevent recurring issues.

Additional responsibilities include providing in?class support to faculty and students when neededsuch as administering iRATs/tRATs, quizzes, and in?class assignments; updating Canvas with grades and course information; taking attendance; and assisting with general classroom management. The role also involves facilitating approved student accommodations for exams and assignments, as well as overseeing exam proctoring to support academic integrity and accessibility. Provides on?site support for Jacksonville?specific events and operations as needed.

Expected Salary: $21.50 - $23.00/hr

Employment Benefits include:

• Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.
• Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.
• Leave: UF Faculty and Staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts.

To learn more visit: hr.ufl.edu/benefits

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

Preferred: A Bachelor's degree in a business or a related field. Strong customer service skills and ability to establish and maintain effective working relationships with both internal University contacts and external clients. Ability to maintain composure and professionalism in stressful situations. Manages confidential information appropriately and professionally. Excellent verbal and written communication and interpersonal skills. Ability to plan, organize, and coordinate work assignments. Ability to understand and apply rules, regulations, and policies. Ability to function independently. Working knowledge of University of Florida, and State University System particularly as these relate to academic and student related personnel policies and procedures. Ability to work with students, staff, faculty, and the public including alumni, parents of students, and other professionals in a courteous and tactful manner. Ability to track and follow-through on numerous projects simultaneously. Ability to efficiently and effectively apply problem-solving techniques. Skill in the preparation of correspondence and reports using a personal computer, as well as knowledge of effective office procedures. Ability to quickly prioritize work demands.

Special Instructions to Applicants: To be considered, you must upload your cover letter, resume, and list of three professional references. 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