OPS Administrative Support II

Overview

OPS Administrative Support II
Job No: 538529
Work Type:
Full Time

Location:

Main Campus (Gainesville, FL)
Categories:
Office/Administrative/Fiscal Support
Department:  - VM-PHY SCI

Classification

Title:

OPS Administrative Support II

High School diploma and four years of appropriate experience. Appropriate College coursework or vocations/technical training may substitute at an equivalent rate for the required experience.

• Point of contact for faculty, staff & students for vehicle, meeting, and room scheduling, reception duties; manages Department Listserv, scanning of documents; mail distribution, shipping and receiving; scheduling, set up and clean up for meetings and events in conference room; maintains & serves as facilitator for office equipment, schedules repairs & contract renewals; responsible for departmental vehicles usage log & maintenance;
  
  submits work requests for facility repairs & ensures work is completed, communicates requests or issues to housekeeping ensuring standards are met; manages keys to offices and labs, records distributions and returns, scans signed documents to Asset Management; submits badge requests & building access for faculty, staff, students and volunteers through myUFL, responsible for submitting IT account requests, service requests, repairs & quotes for purchase of new or replacement equipment for Physio faculty, staff & students, assist with catering orders, set up and clean up for faculty or professional meetings when refreshments are provided, assists in the planning, coordinating and the set up and cleanup of Department events, as well as other related duties as deemed appropriate by supervisor.
• Serves as proxy for faculty & staff, reconciling purchasing of equipment, lab supplies & materials, submits quotes for POs for contracts & repairs, uploads invoices & service reports, inputs follow up communication for submitted quotes, resolve issues of back orders & approvals for delivered products through the UF Marketplace, reconciles PCard purchases, submits POs & quotes through OnBase system.
• Responsible for submitting travel authorization, obtaining receipts and supporting documents for expense reports, cash advances and booking flights, accommodations & rental cars in the booking tool in the UFGO system, prepares reimbursements, obtains proper signatures, receipts, ensures that appropriate paperwork is sent to the VM Financial Services Office (FSO); tracks travel to its culmination. Checks travel categories of accounts to make sure appropriate funds are available and confers with appropriate FSO accountant if there are insufficient funds.
  
  Assists with travel arrangements as needed. Facilitates itinerary, travel arrangements & accommodations for visiting faculty & faculty candidates
• Manages desk and room assignment for incoming and exiting graduate students, staff and J1 Visitors.
• ONCE TRAINED other duties available for training:
  Website Management with Word Press;
  Manage the CEHT and Physiological Sciences website. Ensure links work and pages are current. Obtain monthly updates from CEHT or Physiological Science Department. Upload images, announcements, and content updates per faculty direction. Post updates for faculty, graduate students, and departmental committees.
• Assist with Department seminars, professional meetings and events, coordinate with GA coordinator, prepare announcements and facilitate the bi-weekly fall seminar series, book auditorium, obtain information from guest speakers, create guest speaker promotional materials using Microsoft Publisher.
• Assist the Administrative Specialist in fiscal operation of the Department, including reconciling assigned Department accounts, running monthly and account receivables reports, exporting/importing Excel spreadsheets and/or other account management systems. Assist with implementing organizational changes and/or new accounting or clerical procedures. These activities are performed in consultation with the Administrative Specialist.

$20.00 / hour

High School diploma and four years of appropriate experience. Appropriate College…