University of Florida
Administrative Assistant II, Programs & Services
University of Florida, Gainesville, Florida, us, 32635
Administrative Assistant II, Programs & Services
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533907&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533907
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 05320000 - RU-MAINTENANCE
Classification Title:
Administrative AST II
Job Description:
Responsible for performing various purchasing and administrative support functions for the Operations department in the JWRU
Initiate and process purchase requests and purchase orders (as directed); maintain log and track purchase orders; notify area managers when purchase orders are available for use
Prepare and process invoices, purchasing documents, expense reports, receiving reports and other financial documents; reconcile purchasing card (p-card) transactions
Utilize p-card for department purchases (as directed)
Receive delivery of ordered items for maintenance and housekeeping; verify deliveries for completeness and accuracy
Research specifications and conduct price comparisons for proposed department purchases (as directed)
Assist in preparing, tracking, and record keeping for program budgets (as directed)
Support the building services area, ensuring excellent customer service in all interactions; greet visitors; answer and route telephone calls; assist vendors and other customers (as needed)
Monitor and respond appropriately to communications via the departmental radio communications system
Maintain notebook for Safety Data Sheets (SDS) for Maintenance and Housekeeping areas
Create and maintain a database for inventory of parts, materials, supplies, and equipment; maintain appropriate inventory levels and order replacement items (as needed)
Utilize Microsoft (MS) Word, Excel, PowerPoint and similar software applications for data collection and tracking, creation of reports and presentations, and similar tasks
Schedule and coordinate meetings, inspections, and other calendar coordination functions (as directed)
Develop and maintain up-to-date written operational procedures for areas of responsibility
Ensure compliance with safety standards, OSHA, ADA and other relevant regulations at all times
Responsible for pick-up of materials from local vendors using JWRU vehicle (as directed)
Responsible for monitoring and contacting Cox Cable for any issues with the function throughout the JWRU building
Coordinate and plan all meetings and interviews for selected applicants as well as committee members for maintenance and housekeeping recruiting efforts
Responsible for clerical duties for the maintenance and housekeeping departments
Perform clerical tasks including typing, data entry, mail sorting and distribution, photocopying and scanning, and similar functions
Develop and maintain an effective filing system [organized, up-to-date, and cross-referenced (as needed)]; maintain information notebooks and similar recordkeeping; assist with organizing and upkeep of project and building plans and specifications in hard-copy and electronic formats
Maintain an up-to-date directory of staff member and vendor contact information
Maintain departmental employee leave calendar
Maintain vehicle use log for JWRU vehicles
Responsible for operations and coordination of the building services work order management system
Receive and respond to requests, inquiries, or complaints from building occupants or other customers concerning building maintenance needs; create work orders and/or inform supervisor (as needed)
Prepare and enter data into work order management system including routine and preventative maintenance, special projects, and other building operations needs
Track and update work order status in system; maintain records of completed tasks
Develop and compile reports (as directed) pertaining to maintenance operations including work completed, work orders outstanding, and similar data or information
Create monthly summaries of billable and non-billable work performed for dining services, bookstore, and other external units within the building
Contact UF Environmental Health and Safety for any pest control issues
Responsible for monitoring and coordination of loading dock operation and maintenance
Visually (remotely) monitor loading dock activity (as directed)
Issue and monitor temporary vehicle passes for utilization of loading dock area (as directed)
Schedule and coordinate major deliveries (as needed)
Report non-compliant utilization of loading dock area to supervisor
Receive deliveries for and coordinate distribution of packages to building occupants; maintain log of deliveries and distribution
Develop reports, handle special projects, tasks, and other duties as assigned
Prepare, proof, and edit correspondence and administrative reports
Collect, organize, and analyze data related to administrative functions such as accounting, personnel, or report writing
Expected Salary:
$17.79 - $20.19/HR
Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.
Preferred Qualifications:
Experience in handling and disposing of hazardous materials
Knowledge of administrative and office management principles and practices
Proficiency with computers and basic software applications (working knowledge of Microsoft Office, DocuSign, and PeopleSoft preferred)
Planning, organization, and communication skills to include workflow
Customer service skills
Strong interpersonal skills
Ability to work independently
Function effectively in a fast-paced environment with frequent interruptions
Handle multiple projects or tasks simultaneously
Understand, interpret, and apply rules, regulations, policies, and procedures
Work as part of a team in a multi-cultural environment
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume and list of professional references.
Normal Work Schedule:
Monday through Friday, 7:30AM to 4:30PM
Flexibility to adjust schedule may be required depending on the demands of the position and/or department needs.
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 (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Health Assessment Required:No
Advertised: 14 Nov 2024 Eastern Standard Time
Applications close: 01 Dec 2024 Eastern Standard Time
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533907&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533907
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 05320000 - RU-MAINTENANCE
Classification Title:
Administrative AST II
Job Description:
Responsible for performing various purchasing and administrative support functions for the Operations department in the JWRU
Initiate and process purchase requests and purchase orders (as directed); maintain log and track purchase orders; notify area managers when purchase orders are available for use
Prepare and process invoices, purchasing documents, expense reports, receiving reports and other financial documents; reconcile purchasing card (p-card) transactions
Utilize p-card for department purchases (as directed)
Receive delivery of ordered items for maintenance and housekeeping; verify deliveries for completeness and accuracy
Research specifications and conduct price comparisons for proposed department purchases (as directed)
Assist in preparing, tracking, and record keeping for program budgets (as directed)
Support the building services area, ensuring excellent customer service in all interactions; greet visitors; answer and route telephone calls; assist vendors and other customers (as needed)
Monitor and respond appropriately to communications via the departmental radio communications system
Maintain notebook for Safety Data Sheets (SDS) for Maintenance and Housekeeping areas
Create and maintain a database for inventory of parts, materials, supplies, and equipment; maintain appropriate inventory levels and order replacement items (as needed)
Utilize Microsoft (MS) Word, Excel, PowerPoint and similar software applications for data collection and tracking, creation of reports and presentations, and similar tasks
Schedule and coordinate meetings, inspections, and other calendar coordination functions (as directed)
Develop and maintain up-to-date written operational procedures for areas of responsibility
Ensure compliance with safety standards, OSHA, ADA and other relevant regulations at all times
Responsible for pick-up of materials from local vendors using JWRU vehicle (as directed)
Responsible for monitoring and contacting Cox Cable for any issues with the function throughout the JWRU building
Coordinate and plan all meetings and interviews for selected applicants as well as committee members for maintenance and housekeeping recruiting efforts
Responsible for clerical duties for the maintenance and housekeeping departments
Perform clerical tasks including typing, data entry, mail sorting and distribution, photocopying and scanning, and similar functions
Develop and maintain an effective filing system [organized, up-to-date, and cross-referenced (as needed)]; maintain information notebooks and similar recordkeeping; assist with organizing and upkeep of project and building plans and specifications in hard-copy and electronic formats
Maintain an up-to-date directory of staff member and vendor contact information
Maintain departmental employee leave calendar
Maintain vehicle use log for JWRU vehicles
Responsible for operations and coordination of the building services work order management system
Receive and respond to requests, inquiries, or complaints from building occupants or other customers concerning building maintenance needs; create work orders and/or inform supervisor (as needed)
Prepare and enter data into work order management system including routine and preventative maintenance, special projects, and other building operations needs
Track and update work order status in system; maintain records of completed tasks
Develop and compile reports (as directed) pertaining to maintenance operations including work completed, work orders outstanding, and similar data or information
Create monthly summaries of billable and non-billable work performed for dining services, bookstore, and other external units within the building
Contact UF Environmental Health and Safety for any pest control issues
Responsible for monitoring and coordination of loading dock operation and maintenance
Visually (remotely) monitor loading dock activity (as directed)
Issue and monitor temporary vehicle passes for utilization of loading dock area (as directed)
Schedule and coordinate major deliveries (as needed)
Report non-compliant utilization of loading dock area to supervisor
Receive deliveries for and coordinate distribution of packages to building occupants; maintain log of deliveries and distribution
Develop reports, handle special projects, tasks, and other duties as assigned
Prepare, proof, and edit correspondence and administrative reports
Collect, organize, and analyze data related to administrative functions such as accounting, personnel, or report writing
Expected Salary:
$17.79 - $20.19/HR
Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.
Preferred Qualifications:
Experience in handling and disposing of hazardous materials
Knowledge of administrative and office management principles and practices
Proficiency with computers and basic software applications (working knowledge of Microsoft Office, DocuSign, and PeopleSoft preferred)
Planning, organization, and communication skills to include workflow
Customer service skills
Strong interpersonal skills
Ability to work independently
Function effectively in a fast-paced environment with frequent interruptions
Handle multiple projects or tasks simultaneously
Understand, interpret, and apply rules, regulations, policies, and procedures
Work as part of a team in a multi-cultural environment
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume and list of professional references.
Normal Work Schedule:
Monday through Friday, 7:30AM to 4:30PM
Flexibility to adjust schedule may be required depending on the demands of the position and/or department needs.
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 (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Health Assessment Required:No
Advertised: 14 Nov 2024 Eastern Standard Time
Applications close: 01 Dec 2024 Eastern Standard Time