Administrative Assistant III

Classification Title:

Administrative Assistant III

Job Description:

Processes purchases for ITSP and supported units including IT-related hardware orders for the college. The duties include but are not limited to: submitting reassigned carts in the requisition workflow; placing carts in the requisition workflow; working with the college’s technicians to resolve quote issues; acting as the liaison between suppliers and the college to resolve order issues, returns, backorders, etc.; ensuring the proper documentation is collected, saved, and attached to the appropriate places in a timely manner; tracking and informing delivery status; etc., per UF and ITO directives and procedures.

Coordinates domestic and international travel arrangements, and non-travel reimbursements for staff in multiple areas. Tasks may include completing registrations, making hotel reservations, scheduling flights, reserving transportation, completing the appropriate steps before the event, assisting and submitting Travel Requests and Expense Reports in UFGO system, etc., per UF and ITO directives and procedures.

Assists the Print Shop Manager with matters such as being the primary backup coverage for vacation/sick leave, providing photocopying services to the college, receiving items from couriers, assisting with inventory and survey, being actively involved with ongoing tasks and duties, etc.

Assists the ITO Manager and team with projects and other tasks.

Assists with academic tasks. Duties may include requesting PhD candidate information from departments in the College, routinely verifying student status semesterly and yearly, updating documentation and tracking, providing access to resources tied in with their degree program, etc.

Manages matters related to facility issues reported by staff in multiple areas. Some of the activities are reporting the matter to the appropriate area, acting as the liaison, ensuring the work is completed promptly, yearly Space Reporting, etc.

Updating documentation and procedures for review and approval, determining and tracking process updates, alerting the team when a process is overdue for reassessing, etc. Expected Salary:

$23.58 / hourly

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications:

Ability to plan, organize and coordinate work assignments

Knowledge of budgeting principles, use of account codes, application of funds

Knowledge of the UF ERP system

Knowledge of Microsoft Excel

Knowledge of purchasing procedures (UF preferred), or general procurement directives

Ability to type accurately and quickly

Ability to determine work priorities and communicate commitments

Ability to establish and maintain effective work relationships

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: Yes