Administrative Assistant II

Administrative Assistant II

This position performs comprehensive office administration and operational support for the University of Florida College of Pharmacy Jacksonville Campus.

The role serves as the primary point of coordination for office supplies equipment correspondence travel scheduling records management and administrative workflows ensuring efficient daytoday campus operations. The position works closely with campus leadership faculty staff and the Shared Services Center (SSC) to ensure compliance with university policies accuracy of documentation and uninterrupted administrative support specific to the Jacksonville location.

Office Operations Supplies and Equipment Management (Jacksonville CampusSpecific)

• Orders stocks tracks and distributes office instructional and event supplies for the Jacksonville campus.
• Maintains accurate inventory records and forecasts supply needs to prevent shortages or delays.
• Operates monitors and coordinates maintenance for standard office equipment (copiers printers phones audiovisual equipment videoconferencing systems).
• Serves as primary contact for equipment service agreements work orders repairs and vendor coordination.
• Maintains pharmacy lab supplies coordinates biohazard and chemical waste disposal and ensures regulatory compliance.
• Develops and maintains organized physical and electronic filing systems related to campus operations.

Administrative Support Scheduling and Travel Coordination

• Coordinates travel arrangements including flights lodging rental cars and expense reimbursements ensuring compliance with UF and SSC policies.
• Arranges meetings and events by scheduling rooms equipment catering/refreshments and logistics for Jacksonvillebased activities in coordination with Academic Coordinator and Student Affairs Coordinator.
• Manages calendars and room scheduling using Outlook Google and campus scheduling tools.
• Prepares and distributes internal and external correspondence to appropriate recipients.

Records Reporting and Accuracy Management

• Processes and documents administrative requirements for orders invoices equipment requests and staff/facilitator paperwork.
• Coordinates preparation and distribution of standard reports (e.g. activity tracking supply usage facilitator hours).
• Implements checklists and crosschecking procedures to ensure high accuracy in administrative outputs.
• Identifies potential errors or omissions evaluates impact and applies corrective actions.

Collaboration Communication and Process Improvement

• Collaborates with campus leadership faculty staff and SSC partners to ensure smooth administrative workflows.
• Communicates clearly upward downward and outward while maintaining professionalism and empathy.
• Documents administrative process flows between departments and contributes to best practices and workflow improvements.
• Adapts communications and materials to the intended audience and provides feedback or clarification when needed.

Problem Solving and Campus Support

• Uses appropriate problemsolving approaches to resolve administrative logistical or operational issues that affect campus operations.
• Leads or participates in resolving timesensitive or highimpact problems related to supplies scheduling or equipment.
• Captures lessons learned and applies them to prevent recurring issues.
• Additional responsibilities include providing inclass support to faculty and students when neededsuch as administering iRATs/tRATs quizzes and inclass assignments; updating Canvas with grades and course information; taking attendance; and assisting with general classroom management. The role also involves facilitating approved student accommodations for exams and assignments as well as overseeing exam proctoring to support academic integrity and accessibility
• Provides onsite support for Jacksonvillespecific events and operations as needed.

$21.50 - $23.00/hr

Employment Benefits include:

High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

Ideal candidate will possess:

• A Bachelors degree in a business or a related field.
• Strong customer service skills and ability to establish and maintain effective working relationships with both internal University contacts and external clients.
• Ability to maintain composure and professionalism in stressful situations.
• Manages confidential information appropriately and professionally.
• Excellent verbal and written communication and interpersonal skills.
• Ability to plan organize and coordinate work assignments.
• Ability to understand and apply rules regulations and policies.
• Ability to function independently.
• Working knowledge of University of Florida and State University System particularly as these relate to academic and student related personnel policies and procedures.
• Ability to work with students staff faculty and the public including alumni parents of students and other professionals in a courteous and tactful manner.
• Ability to track and follow-through on numerous projects simultaneously.
• Ability to efficiently and effectively apply problem-solving techniques.
• Skill in the preparation of correspondence and reports using a personal computer as well as knowledge of effective office procedures.
• Ability to quickly prioritize work demands.

To be considered you must upload your cover letter resume and list of three professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

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.