Job No: 537187
Work Type: Full Time
Location: Main
Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran’s Preference Eligible
Department:
11030000 – RE-PERSONNEL SERVICES
Job Description
Classification Title:
Administrative Assistant
I
Classification Minimum Requirements:
High school diploma or equivalent and one year of relevant experience or an equivalent
combination of education and experience.
Job Description:
Administrative
Serve as point of contact
for all facilities and IT/phone work orders.
Assist in distributing mail and securing UF | Research’s offices, daily when assigned.
Responsible for online directory upkeep, calendar maintenance, state vehicle reservations and logs, office supply orders, GatorOne
ID authorizations, and creation of UFID’s and affiliations for external researchers.
Maintain up-to-date lists of the departmental
staff, organizational charts as well as phone numbers and locations for all UF | Research staff.
Track and monitor all required
training for the department annually and communicate with employees and department affiliates regarding training compliance.
Provide
high-level customer service by serving as a liaison through various administrative duties for UF | Research’s support units.
Creates
and maintains employee personnel files, ensuring documents are accurate and records retention requirements are met.
Human
Resource Duties
Assists in processing new hires (OPS, Volunteers, and Student Assistants) including posting positions,
processing background checks, performing pre-hire experience verifications, and completing necessary new hire paperwork, ensuring new hires
are processed following university, state and federal regulations.
Process various job edits, reclassifications, changes in FTE,
reclassifications, non-renewals, terminations/resignations and leave cash-outs.
Review time and labor for an assigned portfolio of
departments on a bi-weekly basis through review of timesheets, leave applications and paylists. Assist in managing and retaining leave
calendar and applications, and processing various payroll-related actions as-needed.
Assistance to the Director for Human
Resources
The Administrative Assistant I will perform a variety of duties as assigned by the Director of Human Resources
according to daily needs and operation of UF | Research, Personnel Services. This includes performing errands, scheduling, reporting
services/repairs, distributing mail, and performing special projects as assigned.
Other duties as assigned
The Administrative Assistant will be cross-trained to assist in all areas of the office during peak workload periods.
Miscellaneous
Responsible for coordinating annual service pin award ceremony for service pin
recipients.
Expected Salary:
$18/hour
Required Qualifications:
High school diploma or equivalent and one year
of relevant experience or an equivalent combination of education and experience.
Preferred:
Bachelor’s degree; understanding
of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy; effective
communication skills; ability to manage multiple concurrent projects and make effective judgment to prioritize assignments; knowledge and
ability to use office support tools, e.g., excel spreadsheets, organization charts and e-mail communication; ability to work with a variety
of individuals in a constructive and collaborative manner; knowledge of office administration, ability to carry out ongoing office
administration tasks effective and efficiently in support of UF Research; ability to meet or exceed employee needs and provide excellent
service in a direct or indirect manner; and ability to work effectively as part of a team.
Special Instructions to Applicants:
In order to be considered, applicants must provide a cover letter, resume, and list of professional references.
A Criminal
Background check is required.
This is not a remote work position, and it is located on the University of Florida main campus in
Gainesville, FL.
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: 24 September
2025
To apply, visit https://explore.jobs.ufl.edu/en-us/job/537187
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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