Design Support Administrator

Classification

Title:

Administrative Assistant II

Classification

Minimum Requirements:

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

Maintain project files, databases, and electronic records; prepare reports, meeting minutes, and correspondence to ensure accurate and accessible documentation. This is completed through our prescribed software and systems.

Facilitate communication among project managers, consultants, contractors, and university stakeholders; schedule meetings and distribute project updates.

Monitor project timelines, approvals, and workflow processes to minimize delays, highlight bottlenecks, and ensure accountability.

Support adherence to UF standards, policies, and procedures, including document reviews, reporting requirements, and quality control processes.

Assist with processing & tracking of requisitions, purchase orders, invoices, and contract tracking to ensure compliance with UF policies and timely processing of payments. Coordinate between the vendors and UF Construction Administrators on all financial matters.

Create presentation materials, forms, communication materials and other documents that may require graphic design.

Provide office support such as data entry, calendar management, and other tasks to enhance the efficiency of the PDC team. Conduct special administrative projects or participate in committees.

NORMAL

WORK SCHEDULE:

Monday – Friday 8:00 AM-5:00 PM; with one (1) hour lunch.

Expected Salary: Commensurate with education and experience.

Required Qualifications: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred:

• Associate’s degree or Bachelor’s degree preferred (architecture, interior design, graphic design, sustainability, engineering or other relevant degree)
• Minimum two (2) years hübs? project support experience (design, construction or facilities setting preferred).
• Strong organizational, time-management, and multitasking skills.
• Proficiency with Auto Desk suite, Adobe suite, MS Office Suite, project management software, and database systems.
• Knowledge of design project processes, terminology, and documentation preferred.
• Excellent written and verbal communication skills with attention to detail.

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.
• 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.