OPS Administrative Support II

Gainesville, FL - USA

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Classification Title:	OPS Administrative Support II
Classification Minimum Requirements:	High School diploma and four years of appropriate experience. Appropriate College coursework or vocations/ technical training may substitute at an equivalent rate for the required experience.
Job Description:	- Point of contact for faculty staff & students for vehicle meeting and room scheduling reception duties; manages Department Listserv scanning of documents; mail distribution shipping and receiving; scheduling set up and clean up for meetings and events in conference room; maintains & serves as facilitator for office equipment schedules repairs & contract renewals; responsible for departmental vehicles usage log & maintenance; submits work requests for facility repairs & ensures work is completed communicates requests or issues to housekeeping ensuring standards are met; manages keys to offices and labs records distributions and returns scans signed documents to Asset Management; submits badge requests & building access for faculty staff students and volunteers through myUFL responsible for submitting IT account requests service requests repairs & quotes for purchase of new or replacement equipment for Physio faculty staff & students assist with catering orders set up and clean up for faculty or professional meetings when refreshments are provided assists in the planning coordinating and the set up and cleanup of Department events as well as other related duties as deemed appropriate by supervisor. - Serves as proxy for faculty & staff reconciling purchasing of equipment lab supplies & materials submits quotes for POs for contracts & repairs uploads invoices & service reports inputs follow up communication for submitted quotes resolve issues of back orders & approvals for delivered products through the UF Marketplace reconciles PCard purchases submits POs & quotes through OnBase system. - Responsible for submitting travel authorization obtaining receipts and supporting documents for expense reports cash advances an booking flights accommodations & rental cars in the booking tool in the UFGO system prepares reimbursements obtains proper signatures receipts ensures that appropriate paperwork is sent to the VM Financial Services Office (FSO); tracks travel to its culmination. Checks travel categories of accounts to make sure appropriate funds are available and confers with appropriate FSO accountant if there are insufficient funds. Assists with travel arrangements as needed. Facilitates itinerary travel arrangements & accommodations for visiting faculty & faculty candidates - Manages desk and room assignment for incoming and exiting graduate students staff and J1Visitors. ONCE TRAINED other duties available for training: - Website Management with WordPress- Manage the CEHT and Physiological Sciences website. Making sure all links work and the web pages are current. Asking CEHT or Physiological Science Department for monthly updates. Upload images announcements and content updates per faculty direction. Post updates for faculty graduate students and departmental committees. - Assist with Department seminars professional meetings and events meets with GA coordinator prepare announcements and facilitates the bi-weekly fall seminar series books auditorium obtains information from guest speakers creates guest speaker promotion flyer using Microsoft Publish - Assists the Administrative Specialist in fiscal operation of Department to include but not limited to assists in reconciling assigned Department account running monthly and account receivables reports through Enterprise Analytics and SharePoint exporting & importing Excel spreadsheets and/or any other account management system. Assists with the implementation of any organization changes and/or new accounting or clerical procedures. These activities will be performed in consultation with the Administration Specialist
Expected Salary:	$20.00 / hour
Required Qualifications:	High School diploma and four years of appropriate experience. Appropriate College coursework or vocations/ technical training may substitute at an equivalent rate for the required experience.
Preferred:	1. Able to provide a high level of customer service 2. Outstanding computer knowledge and skills 3. Ability to utilize multiple software applications proficiently. 4. Knowledge and experience with various software applications i.e. myUFL OnBase Photoshop Adobe Acrobat Pro DocuSign Drop Box Microsoft One Drive PowerPoint Excel Word and Publisher WordPress 5. Ability to collect compile and analyze data. 6. Excellent communication skills verbally and in writing. 7. Excellent computation and letter writing skills with the ability to use correct grammar punctuation and spelling. 8. Ability to maintain confidentiality with sensitive materials. 9. Ability to work independently plan prioritize organize problem solve direct appropriate action in a professional manner. 10. Ability to maintain effective communication with supervisor faculty and staff. 11. Ability to get along well and maintain a professional demeanor and effective working relationship with supervisor faculty staff students volunteers peers and vendors.
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.
Health Assessment Required:	No.

Classification Title:OPS Administrative Support IIClassification Minimum Requirements:High School diploma and four years of appropriate experience. Appropriate College coursework or vocations/ technical training may substitute at an equivalent rate for the required experience.Job Description:- Point...

Classification Title:	OPS Administrative Support II
Classification Minimum Requirements:	High School diploma and four years of appropriate experience. Appropriate College coursework or vocations/ technical training may substitute at an equivalent rate for the required experience.
Job Description:	- Point of contact for faculty staff & students for vehicle meeting and room scheduling reception duties; manages Department Listserv scanning of documents; mail distribution shipping and receiving; scheduling set up and clean up for meetings and events in conference room; maintains & serves as facilitator for office equipment schedules repairs & contract renewals; responsible for departmental vehicles usage log & maintenance; submits work requests for facility repairs & ensures work is completed communicates requests or issues to housekeeping ensuring standards are met; manages keys to offices and labs records distributions and returns scans signed documents to Asset Management; submits badge requests & building access for faculty staff students and volunteers through myUFL responsible for submitting IT account requests service requests repairs & quotes for purchase of new or replacement equipment for Physio faculty staff & students assist with catering orders set up and clean up for faculty or professional meetings when refreshments are provided assists in the planning coordinating and the set up and cleanup of Department events as well as other related duties as deemed appropriate by supervisor. - Serves as proxy for faculty & staff reconciling purchasing of equipment lab supplies & materials submits quotes for POs for contracts & repairs uploads invoices & service reports inputs follow up communication for submitted quotes resolve issues of back orders & approvals for delivered products through the UF Marketplace reconciles PCard purchases submits POs & quotes through OnBase system. - Responsible for submitting travel authorization obtaining receipts and supporting documents for expense reports cash advances an booking flights accommodations & rental cars in the booking tool in the UFGO system prepares reimbursements obtains proper signatures receipts ensures that appropriate paperwork is sent to the VM Financial Services Office (FSO); tracks travel to its culmination. Checks travel categories of accounts to make sure appropriate funds are available and confers with appropriate FSO accountant if there are insufficient funds. Assists with travel arrangements as needed. Facilitates itinerary travel arrangements & accommodations for visiting faculty & faculty candidates - Manages desk and room assignment for incoming and exiting graduate students staff and J1Visitors. ONCE TRAINED other duties available for training: - Website Management with WordPress- Manage the CEHT and Physiological Sciences website. Making sure all links work and the web pages are current. Asking CEHT or Physiological Science Department for monthly updates. Upload images announcements and content updates per faculty direction. Post updates for faculty graduate students and departmental committees. - Assist with Department seminars professional meetings and events meets with GA coordinator prepare announcements and facilitates the bi-weekly fall seminar series books auditorium obtains information from guest speakers creates guest speaker promotion flyer using Microsoft Publish - Assists the Administrative Specialist in fiscal operation of Department to include but not limited to assists in reconciling assigned Department account running monthly and account receivables reports through Enterprise Analytics and SharePoint exporting & importing Excel spreadsheets and/or any other account management system. Assists with the implementation of any organization changes and/or new accounting or clerical procedures. These activities will be performed in consultation with the Administration Specialist
Expected Salary:	$20.00 / hour
Required Qualifications:	High School diploma and four years of appropriate experience. Appropriate College coursework or vocations/ technical training may substitute at an equivalent rate for the required experience.
Preferred:	1. Able to provide a high level of customer service 2. Outstanding computer knowledge and skills 3. Ability to utilize multiple software applications proficiently. 4. Knowledge and experience with various software applications i.e. myUFL OnBase Photoshop Adobe Acrobat Pro DocuSign Drop Box Microsoft One Drive PowerPoint Excel Word and Publisher WordPress 5. Ability to collect compile and analyze data. 6. Excellent communication skills verbally and in writing. 7. Excellent computation and letter writing skills with the ability to use correct grammar punctuation and spelling. 8. Ability to maintain confidentiality with sensitive materials. 9. Ability to work independently plan prioritize organize problem solve direct appropriate action in a professional manner. 10. Ability to maintain effective communication with supervisor faculty and staff. 11. Ability to get along well and maintain a professional demeanor and effective working relationship with supervisor faculty staff students volunteers peers and vendors.
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.
Health Assessment Required:	No.