Administrative Support Assistant II

Classification Title:
Administrative Support Assistant II

The Department of Classics is seeking an Administrative Support Assitant II. This position manages the day-to-day administrative operations of the Department of Classics and routinely liaises with the CLAS Shared Services Center (SSC). The position requires a self-starter with initiative, a team player mindset, and an appreciation for working in a small department. The incumbent must be well-organized and capable of meeting deadlines. Good command of basic applications in the Microsoft Office Suite is necessary, as well as the ability to communicate professionally in person, on the phone, and in writing. Duties and responsibilities include, but are not limited to:

Interfaces with CLAS Shared Services on HR, fiscal, and academic/student processes. Submits tickets to the CLAS SSC timely for the processing of all fiscal and HR transactions. Provides information to and works in concert with the SSC to ensure the recruitment process is handled efficiently and promptly. Reviews payroll each pay period and notifies the SSC of any discrepancies. Adheres strictly to deadlines sent out by the CLAS SSC office, and ensures information/documentation submitted is accurate and complies with the university, state, and federal regulations. Coordinates purchasing operations including vendor contact, initiates requisitions/vouchers for approval, and arranges for maintenance of equipment. Departmental holder and consolidator of a UF PCard; verifies PCard transactions and submits receipts and payment information to SSC within five days of purchase. Knows the university’s finance and accounting system (PeopleSoft) and is familiar with state contract regulations. Prepares payments to vendors and outside consultants/guest speakers on time. Coordinates travel arrangements for the department (state, national, international), makes reservations, and initiates travel authorizations and expense reports in coordination with the SSC. Handles all travel reimbursement matters for faculty members.

Works with Graduate Studies Coordinators (On-campus and Distance Leaning graduate program) to prepare graduate students’ letters of admission, process their tuition waivers, and keep track of students’ records. Prepares graduate letters of appointment and fellowship memoranda of understanding in compliance with HR regulations and submits them to SSC for processing. Answers inquiries about fee schedules for online courses. Keeps Chair informed regarding deadlines. Responsible for standard memos/reminders to faculty members and teaching assistants. Keeps informed of university policy changes by attending workshops and training sessions when indicated. Collaborates with search committee chairs to prepare schedules and informational packets for job candidates’ on-campus visits, and arrange for their travels and hotel reservation.

Serves as Greek Studies secretary, contact person for Center for Greek Studies UF Foundation accounts and Contract and Grants accounts, arranges special functions, and prepares reimbursements from foundation accounts. Handles mailings for the Center for Greek Studies and assists the director with other related duties as necessary.

Oversees front desk, welcomes visitors, and answers incoming phone calls in 125 Dauer. Departmental computer contact person for the Computing and Networking Division of CLAS. Responsible for the upkeep and maintenance of office copier, fax machine, telephones, online printers, and other office equipment. Analyzes office needs in terms of equipment and materials and makes recommendations. Handles software licensing agreements. Receives and screens incoming departmental mail, maintains mailing lists, and organizes all advertisement mailings of lecture announcements, invitations, etc. Once a semester, prepares and distributes departmental address and office lists for faculty and graduate teaching assistants, prepares office hours schedule for faculty and graduate teaching assistants. Advises and orients new students, faculty, graduate assistants, fellows, and visitors concerning departmental policies, procedures, college/university guidelines, communication channels, facilities, and academic processes.

Inputs the online schedule of courses and ensures accuracy of information. Registration, drop/add administrator, assists in the registration process of undergraduate and graduate students, and is in charge of departmental controlled online registration for on-campus students and distance learning program participants. Contact person for the Registrar’s Office for grade submission. Instructs faculty and teaching assistants in grading procedure and the use of the Grade-A-Gator system, authorizes graders, collects and enters grades for individual work and research sections, keeps records on “I” grade assignments. Verifies and processes all grade/title of course change forms submitted by instructors, files copies, and verification from Registrar’s Office. Contact person for online textbook ordering and UF Bookstore liaison. Assists with all academic/student inquiries and issues within the department.

Handles semester online reporting of instructor name and workload, base and contact hours, distributes. Certifies annual space allocation report, reporting on indirect cost space allocation and utilization. Oversees Faculty Assignment Reports, Academic Activities Reporting, and Effort Reporting. Assists the Chair with tenure and promotion processes and reports.

Liaises with UF Asset Management, UF Facilities Services, and UF Telecommunications. Organizes and maintains an up-to-date inventory of departmental computers, telephone equipment, and other assets with UF decal. Assists in bar code scanning during the bi-annual inventory by University Asset Management. Coordinates with UF Asset Management to update inventories, including preparation of Reports of Survey to transfer property and to dispose of unneeded inventory. Facilities Services contact person, key & lock administrator; distributes & keeps records of office keys and is responsible for annual inventory. Telecommunications contact person, checks and updates entries in the UF Directory online, annually updates and corrects the Bell South Directory. VOIP Phone System Administrator, conducts annual inventory of telephone equipment for UF Telecommunications and keeps up to date on all regulations and requirements concerning the use of local and long-distance services.

Other duties as assigned.

Expected Salary:
The salary range is $16.25 – $19.00 per hour, commensurate with qualifications and experience.

Minimum Requirements:
High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:
Ability to work with limited supervision.

Knowledge of screens for student records; previous experience with PeopleSoft is highly desirable.

Special Instructions to Applicants:
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.

In order to be considered, you must upload your cover letter, resume, and the names and contact information of three professional references .

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

Health Assessment Required: No