Administrative AST III

Administrative AST III Apply now ( Job no: 533358 Work type: Staff Full-Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible Department: 22020000 - GN-UNIVERSITY COMPLIANCE Classification Title: Administrative AST III Job Description: General Unit Duties: Serve as the primary receptionist to UFCE and to constituents through correspondence, phone, email and in-person contact. Create and maintain filing systems (both physical and digital), including confidential files. Inputting data and maintaining electronic databases. Maintain general office documentation including process workflows, organizational charts and other internal operating procedures and policies relating to the administrative management of the office. Maintain office supply inventory, interact with vendors and serve as contact for space, equipment and facilities issues. Serve as Department Security Administrator, HR administrator, finance administrator, UFGO, asset management and time approver. Manages vender requests, and requisitions, purchases. Coordinates significant projects, like events and conferences, including preparing agendas, coordinating logistics. Oversees triaging of UFCE Salesforce cases. Perform unit fiscal transactions and assist with budgets or fiscal reporting, reconcile expense reports on a timely basis; Coordinate travel arrangements, make reservations, and process reimbursements; Maintain and update lists, prepare mailings, and perform data entry; Support all UFCE staff with any general administrative tasks, as requested; Respond to routine and moderately complex questions or issues regarding policies, procedures, and processes and ensure compliance at the unit level; Serve as gatekeeper to UFCE teams, ensuring inquiries and reports are accurately triaged and referred for timely response; Conduct research or analysis and provide input or recommendations for problem resolution; and Identify, coordinate, and complete special administrative projects. Support to UFCE Leadership Team: Manage and monitor CCO s calendar and anticipate needs, such as documents needed for meetings, transportation to/from meeting locations, and resolving any calendar conflicts; Maintain familiarity with, and assist UFCE Leadership Team in using, other University systems (e.g., HR systems, fiscal systems, etc.); and Schedule and coordinate meetings, events, and other tasks for CCO and, upon request, for Senior Director(s) and Director(s). Training and Other Duties: Seek out and attend various training opportunities, with CCO s approval, to improve knowledge, skills, and abilities; and Perform other related duties as assigned. Expected Salary: commensurate with experience Minimum Requirements: High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience. Preferred Qualifications: Knowledge of university compliance frameworks and general familiarity with applicable federal, state, and university laws, regulations, and policies; Demonstrates accuracy and attention to detail in all work assignments; Proficient in Microsoft Word and Excel and Adobe Acrobat applications; Ability to plan, organize, and coordinate work assignments with little direction; Ability to anticipate needs and exercise initiative; Ability to work under pressure and meet deadlines; Ability to be flexible with changing priorities (based on campus issues and needs, regulatory changes, etc.); and Ability to maintain confidential information and exemplify a high level of confidentiality in all areas. 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 ourVeteran's Preference Page ( for more specific information. Health Assessment Required:'No' Advertised: 02 Oct 2024 Eastern Daylight Time Applications close: 16 Oct 2024 Eastern Daylight Time