Job No: 537206
Work Type: Full Time
Location: Main
Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran’s Preference Eligible
Department:
16360100 – LS-PHYSICS-GENERAL
Job Description
Classification Title:
Administrative Assistant
II
Classification Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.
Job
Description:
The Administrative Support Assistant II provides comprehensive office management and payroll support for the Department
of Physics. This role encompasses a wide range of administrative duties essential to the efficient operation of the department. The
incumbent will serve as a backup for payroll and time and labor issues, manage daily administrative tasks, and provide essential support to
faculty, staff, and students. The ideal candidate should demonstrate exceptional organizational skills and a strong ability to coordinate
diverse administrative operations.
- Answer a multi-line phone system, greet visitors and guests in the reception area, and assist
guests in locating department members and offices. - Assist graduate and undergraduate students with various inquiries.
-
Distribute mail daily and manage package delivery, including maintaining the package log and assisting with packages from the loading dock
area. - Order and organize office supplies, business cards, and nameplates for the department’s front office.
- Maintain
shared calendars for the main conference room and other Physics meeting rooms. - Update and maintain the department’s website with
current information and photos of staff and faculty. - Distribute and manage accurate records of keys to faculty, staff, and
students. - Monitor and maintain the usage log and license forms for approved drivers of Physics-operated vehicles, ensuring proper
recording of vehicle logs with mileage and appropriate UF Business purposes. - Manage the Lost and Found received items log.
- Assist the Administrative Specialist in arranging meetings and departmental social events for faculty and staff, and act as a backup in
their absence. - Monitor the progress of student assistants scanning personnel files.
- Serve as a payroll backup for the
department, assisting all employees with timesheet entry and resolving errors. - Conduct precise reviews of pay lists to ensure
accurate payment, preventing under- or over-payments and incorrect overtime compensation. - Review time and labor entries for the
department, following up with staff for necessary corrections and approvals. - Manage moving and relocation reimbursements via
ePAF. - Process FMLA/Leave requests and additional payments.
- Perform additional tasks as required by the Department
Chair and Administrative Specialist, adhering to University of Florida policies and procedures.
Expected Salary:
Salary
range is $19 to $21 per hour–commensurate with qualifications and experience, and the compensation includes a full benefits
package.
Required Qualifications:
High school diploma or equivalent and four years of relevant
experience.
Preferred:
- Strong ability to initiate, compile, organize, and analyze data.
- Excellent verbal and
written communication skills. - Proficiency in PeopleSoft, computer systems, and understanding of university policies and
procedures. - Demonstrated ability to assign, review, and coordinate work effectively.
- Commitment to staying updated on
changes and new systems through workshop training classes.
Special Instructions to Applicants:
In order to be considered,
you must upload your cover letter and resume.
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.
Applications Close: 28 September
2025
To apply, visit https://explore.jobs.ufl.edu/en-us/job/537206
Our
Commitment:
The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work
in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record
laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at
800-955-8771 (TDD) or visit Accessibility at UF.
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