Administrative Assistant III

Classification Title:

Administrative Assistant III

Classification Minimum Requirements:

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

Job Description:

General Duties Supporting Astraeus:
- Book and process travel for staff or visiting speakers.
- Provide assistance on how to make UF travel arrangements and seek travel reimbursements.
- Help with publication material, development, and printing.
- Prepares budget materials as needed.
- Process invoices.
- Reconcile and verify Pcard financial transactions; and submit Pcard aging reports to the UFR business office.
- Maintain office supply inventory, interact with vendors, and serve as contact for space, equipment, and facility issues.
- Coordinates membership needs.

Astraeus Events:
- Coordinate conferences, meetings, and other events, including attending; taking minutes as required; and coordinating logistics (e.g. ordering food, booking rooms, securing parking, etc.)
-Assist in coordinating public and faculty events.

Administrative Duties Supporting Astraeus:
- Provides administrative assistance to the Director and Assistant Directors.
- Act as the primary unit liaison, aiding the public and other departments, and resolving issues.
- Greats and welcomes people to the Space Institute offices.
- Provide a high level of customer service to the Astraeus’s constituents by serving as a liaison to various constituents through correspondence, phone and in-person meetings, including responsibility for the Space Institute main phone line.
- Manages inventory, mail, and equipment; oversees facility security and cleanliness.
- Coordinates use of headquarters spaces such as meeting rooms, cubicles, and mission operation center.
- Maintain the Astraeus Space Institute’s calendar, including scheduling all meetings, independently prioritizing meeting requests and anticipating needs, such as documents needed for meetings and transportation to/from meeting locations and allowances for travel time.
- Maintain familiarity with, and assist Director and Assistant Director’s in using, other UF Research and University systems.
- In the Director and Assistant Director’s absence, keep them informed and reacts to messages, visits inquiries and/or other requests. Handles issues that can be accommodated and escalates urgent issues outside of the position’s purview to other members of the Astraeus leadership team.
- Coordinate Director and Assistant Director’s travel arrangements; secures hotel and airline reservations, rental cars, meeting/conference registrations, travel authorization request, itineraries, presentation materials and travel reimbursement requests.

Other duties as necessary

Expected Salary:

Commensurate with Education and Experience

Required Qualifications:

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

Special Instructions to Applicants:

• In order to be considered, applicants must provide a cover letter, resume and list of professional references.
• A criminal background check is required.
• 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 our Veteran's Preference Page for more specific information.

Health Assessment Required:  No