Administrative Assistant II

Administrative Assistant II

Procurement

• Responsible for managing the purchasing of commodities by processing purchase orders and auditing invoices.
• Confer with department personnel to determine their needs and budgetary requirements to purchase materials, supplies, and equipment.
• In collaboration with UF Procurement, prepares bid specifications, legal advertisements, formal bid invitations, and correspondence regarding purchasing companies.
• Review, prepare, and approve transactions within established dollar limits and guidelines.
• Interprets, explains and applies complex policies and procedures.
• Researches, identifies, evaluates, supports, and resolves discrepancies.
• Advises and assists faculty, staff, administrators, and outside venders and agencies.
• Assists with administration of departmental and project activities.
• Supervises the establishment of internal purchasing processes, including the training of faculty/staff/lab personnel.
• Develops and implements departmental best practices for the management of purchasing goods.
• Ensures compliance with federal, state, university and department regulations, policies and procedures and proactively communicates processes with relevant department personnel.

Fiscal/Budgetary

• Performs the actions of accounts payables, accounts receivables, completing deposits, journal entries, and other functions required for fiscal management.
• Serve as a back-up liaison for faculty recruitment travel arrangements and expense reimbursements.
• Maintain up-to-date records and provide reports regularly.

Administrative Support

• Responsible for serving as back-up for department faculty, staff, and students with travel and expense reimbursements.
• Provide administrative support for the department as needed.
• Serve as back-up to the Office Manager with functions including faculty searches; managing overhead and foundation accounts; preparing and executing paperwork and functions for hiring.
• Serve as property management back-up coordinator: maintain an accurate and up-to-date record of attractive items.

Assist with special requests as directed by Office Manager and Department Chair; Other duties as assigned

Salary range is $25-$27 per hour, commensurate with qualifications and experience

Ideal candidates will possess:

• Working knowledge of UF purchasing procedures and guidelines.
• Excellent verbal and written communication skills, enabling effective conveyance of information in various contexts in a timely manner.
• Demonstrated professionalism and meticulous attention to detail.
• Ability to plan, organize and coordinate work assignments;
• Proficiency in problem-solving techniques to address challenges effectively as they arise
• Ability to work independently;
• Confidence in operating telephones, personal computers, and standard software such as Microsoft Word, Excel, and PowerPoint, as well as proficiency in email and web browsing applications.
• Proficiency in fundamental office practices, including file management systems and telephone etiquette.
• Strong interpersonal skills, enabling the establishment and maintenance of effective working relationships with colleagues, superiors, and external contacts to foster a collaborative work environment.

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references that can be contacted.

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.

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