Administrative Assistant II

Secretarial Administration:
First point of contact for greeting UFGI visitors.
Provides secretarial support to the UFGI unit. This includes telephone and calendar assistance, meeting setup and coordination, email correspondence, developing visitor itineraries, scheduling seminar and symposium speakers, making travel arrangements for the Director and speakers, developing and maintaining databases, such as UFGI Membership, as requested by the Director or Assistant Director.
Provides hands-on administrative support to UFGI member faculty for seminars, such as the RNA Data Club, the Developmental Biology Seminar, the Phenotypic Data Workshop, and the Annual UFGI Symposium.
Provides secretarial support to the UFGI unit’s graduate programs as needed.
Responsible for managing all incoming and outgoing UF mail, USPS mail, and packages. Maintain required FedEx and UPS shipping supplies.

Fiscal Administration:
Prepares travel authorizations and travel/entertainment reimbursements for the Director, and for others for UFGI events, such as seminars and symposia, and tracks these expenditures in spreadsheets.
Processes all purchase requisition orders, invoices, and honorariums, and engages in all support activities required to execute these processes.
Holds a UF PCard to make authorized purchases and reconciles the PCard expenditures.
Creates and submits all UFGI PPD work orders, including those involving maintenance and repair of UFGl's State vehicle, fueling, and Club Cart.
Responsible for office ordering, maintaining and inventorying all UFGI office supplies.

Human Resource Administration:
Responsible for advertising, epaf entries, and collecting payroll signup forms from OPS/Student Assistant positions.
Responsible for the Director's effort reporting.

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

Experience with event planning
Experience with Microsoft Office.
Knowledge of University policy and procedures.
Ability to communicate effectively orally and in writing.