Design Support Administrator

Gainesville, FL - USA

Monthly Salary: Not Disclosed

Posted on: 9 hours ago

Vacancies: 1 Vacancy

Job Summary

Classification Title:	Administrative Assistant II
Classification Minimum Requirements:	High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Job Description:	Project Documentation & Records Management Maintain project files databases and electronic records; prepare reports meeting minutes and correspondence to ensure accurate and accessible documentation. This is completed through our prescribed software and systems. Project Coordination & Communication Facilitate communication among project managers consultants contractors and university stakeholders; schedule meetings and distribute project updates. Schedule & Workflow Tracking Monitor project timelines approvals and workflow processes to minimize delays highlight bottlenecks and ensure accountability. Compliance & Policy Support Support adherence to UF standards policies and procedures including document reviews reporting requirements and quality control processes. Financial & Procurement Support Assist with processing & tracking of requisitions purchase orders invoices and contract tracking to ensure compliance with UF policies and timely processing of payments. Coordinate between the vendors and UF Construction Administrators on all financial matters. Document Creation & Communications Create presentation materials forms communication materials and other documents that may require graphic design. General Administrative Support Provide office support such as data entry calendar management and other tasks to enhance the efficiency of the PDC team. Conduct special administrative projects or participate in committees. NORMAL WORK SCHEDULE: Monday Friday 8:00 AM-5:00 PM; with one (1) hour lunch
Expected Salary:	Commensurate with education and experience
Required Qualifications:	High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred:	Associates degree or Bachelors degree preferred (architecture interior design graphic design sustainability engineering or other relevant degree) Minimum two (2) years of project support experience (design construction or facilities setting preferred). Strong organizational time-management and multitasking skills. Proficiency with AutoDesk suite Adobe suite MS Office Suite project management software and database systems. Knowledge of design project processes terminology and documentation preferred. Excellent written and verbal communication skills with attention to detail.
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 Veterans preference. If you are claiming Veterans preference please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veterans Preference Pagefor more specific information.
Health Assessment Required:	No

Required Experience:

Unclear Seniority

Classification Title:Administrative Assistant IIClassification Minimum Requirements:High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.Job Description:Project Documentation & Records Management Maintain project files datab...

Classification Title:	Administrative Assistant II
Classification Minimum Requirements:	High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Job Description:	Project Documentation & Records Management Maintain project files databases and electronic records; prepare reports meeting minutes and correspondence to ensure accurate and accessible documentation. This is completed through our prescribed software and systems. Project Coordination & Communication Facilitate communication among project managers consultants contractors and university stakeholders; schedule meetings and distribute project updates. Schedule & Workflow Tracking Monitor project timelines approvals and workflow processes to minimize delays highlight bottlenecks and ensure accountability. Compliance & Policy Support Support adherence to UF standards policies and procedures including document reviews reporting requirements and quality control processes. Financial & Procurement Support Assist with processing & tracking of requisitions purchase orders invoices and contract tracking to ensure compliance with UF policies and timely processing of payments. Coordinate between the vendors and UF Construction Administrators on all financial matters. Document Creation & Communications Create presentation materials forms communication materials and other documents that may require graphic design. General Administrative Support Provide office support such as data entry calendar management and other tasks to enhance the efficiency of the PDC team. Conduct special administrative projects or participate in committees. NORMAL WORK SCHEDULE: Monday Friday 8:00 AM-5:00 PM; with one (1) hour lunch
Expected Salary:	Commensurate with education and experience
Required Qualifications:	High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.
Preferred:	Associates degree or Bachelors degree preferred (architecture interior design graphic design sustainability engineering or other relevant degree) Minimum two (2) years of project support experience (design construction or facilities setting preferred). Strong organizational time-management and multitasking skills. Proficiency with AutoDesk suite Adobe suite MS Office Suite project management software and database systems. Knowledge of design project processes terminology and documentation preferred. Excellent written and verbal communication skills with attention to detail.
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 Veterans preference. If you are claiming Veterans preference please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veterans Preference Pagefor more specific information.
Health Assessment Required:	No