Job Information
University of Florida Administrative Assistant II, Office for Community & Belonging in Gainesville, Florida
Administrative Assistant II, Office for Community & Belonging
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532936&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532936
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 04080602 - SL-SAI-COMMUNITY & BELONGING
Classification Title:
Administrative Assistant II
Job Description:
Provides facility management for the Office for Community & Belonging’s facilities and spaces through various functions including but not limited to:
Managing facilities operations, including but not limited to opening, closing, maintenance of emergency procedures, maintenance of fire safety procedures, record keeping, overseeing building security protocols and access control room set-up,
Conducts regular maintenance checks and schedules maintenance repairs, etc.,
Coordinates with maintenance staff and vendors to ensure timely repairs and upkeep of facilities indoors and outdoors.
Creates and tracks work orders for maintenance, technology, and other facility needs to ensure the space is functional and operational.
Coordinate tracking of space usage/visits, and office supply inventory. Be familiar with emergency evacuation procedures and building safety protocols.
Serving as a building emergency contact as needed and assist in maintaining updated emergency contact information and policies and procedures.
Participate and coordinate with appropriate authorities in emergency drills, safety inspections, etc., as required by University, local, state and federal laws (as required).
Prepare and review operational equipment, reports, and schedules to ensure accuracy and efficiency.
Provide administrative support for the Office of Community and Belonging staff, (including coordination of meetings, calendars, events, etc.).
Providing excellent customer service for students and guests to ensure a welcoming and hospitable environment.
Develop operational standards and procedures for the office and its staff.
Manage and/or assist with special events, selection processes, research projects, assessment, and other programs/activities (as needed).
Providing support in the hiring of student assistants and coordinating staff schedules for desk coverage as needed
Answer telephones, assist office visitors, answer related questions, and provide departmental reception desk coverage at the Institutes as needed.
Facilitate space reservations and coordinate venue reservations
Read through contracts, regulations, and procedural guidelines to ensure comprehension and compliance.
Assist in organizing campus and community events for the Office of Community and Belonging and Division of Student Life
Assist Office of Community and Belonging staff in the execution of their duties and responsibilities.
Assist aiding department wide cornerstone events, as directed.
Purchase supplies and materials, coordinate venue reservations.
Provide support to students and guest that utilize the space for events and programs
Update and maintain department databases containing various lists, alumni donors, student programs, student ambassadors and volunteers (past and present), mailing lists, evaluation charts, etc.
Supports office in organizing assessment data and developing reports (department annual report, CAS standards updates, diverse student demographic data with UF institutional research).
Other duties as assigned.
Expected Salary:
$21.55/hour
Minimum Requirements:
High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred Qualifications:
EDUCATION & TRAINING
Bachelor’s degree in business, hospitality, event management or similar degree
Education in Hospitality, Business, Management, Operations, etc.
Training in emergency or building management, etc.
EXPERIENCE
Significant program support experience
Experience with Microsoft Office and Access
Experience with Qualtrics assessment platform
Experience with Customer Service
Experience overseeing facilities and building operations including administrative duties in an office setting
KNOWLEDGE
Familiarity with correspondence related tasks, such as mail merge and address labels
Familiarity with University of Florida (UF) policies and procedures
Familiarity with PeopleSoft, Lenel Systems, Genetec Systems, University databases, etc.
ABILITIES
Ability to multi-task, and prioritize tasks
Ability to organize information
Ability to assist in research/assessment activities
Ability to work independently
OTHER QUALIFICATIONS
Willingness to attend training and learn UF PeopleSoft applications
Energetic, helpful, and welcoming personality
Good judgment
Professional demeanor and attitude
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter and resume.
This position is eligible for veteran's preference. 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 (https://jobs.ufl.edu/resources/veterans-preference/) for more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 28 Aug 2024 Eastern Daylight Time
Applications close: 18 Sep 2024 Eastern Daylight Time