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Administrative Specialist Ii

3 months ago

Gainesville, United States University of Florida Full time

**Provide administrative support for the Senior Director, J. Wayne Reitz Union**
- Serve as point of primary contact for the Sr. Director, J. Wayne Reitz Union for telephone calls, visitors, and correspondence
- Serve as point of primary contact for the Reitz Union Administrative Suite for telephone calls, visitors, and correspondence
- Ensure telephone calls, visitors, and correspondence are handled in the most appropriate manner and/or routed appropriately based on independent judgment and comprehensive knowledge of the operations of all units with the Reitz Union; determine those matters which should be brought to the attention of the Sr. Director and those which can be handled by other staff
- Schedule appointments and maintain calendar for Sr. Director and make necessary arrangements for scheduled and impromptu meetings
- Arrange meetings or coordinate events with external stakeholders on behalf of the Sr. Director as directed
- Schedule and make food and other arrangements for meetings as needed
- Develop and maintain an effective filing system; keep files up to date, organized, and cross-referenced as needed
- Attend staff meetings, collect updates, and disseminate as directed
- Manage the travel process for Sr. Director and all staff when traveling on behalf of the university including but not limited to processing travel requests, creating travel authorizations, and expense reimbursement
- Process requests for official business permits, and other parking related needs as directed
- Process work requests for maintenance, housekeeping, copier, and other services as needed
- Compile information as requested for reports and analysis
- Prepare reports, presentations, speeches, handbooks, or other information for Sr. Director as directed

**Responsible for performing administrative support as required for Reitz Union departments**
- Process paperwork, make travel arrangements, and assist with other administrative tasks as directed
- Serve as backup for processing time and labor and payroll transactions
- Purchase, manage storage, and monitor usage of office supplies for department
- Responsible for entering data into appropriate PeopleSoft program(s), perform appropriate follow-up to ensure successful processing, and resolve issues as directed
- Ensure compliance with university policies and maintain records for Sr. Director regarding purchases, travel, trainings, and other functions
- Manage scheduling of the administrative conference room
- Oversee an effective system for receiving and distribution of mail for the department
- Develop collaborative relationships with administrative support staff in other Division of Student Life departments and other departments across campus
- Responsible for coordinating alumni engagement records, database, and opportunities for the department which includes student employees, student leaders, and previous employees
- Attend appropriate training workshops as needed in order to keep current on rules and regulations relating to the essential functions of the job
- Develop and implement efficient office practices and procedures to include written policies and operational procedures for administrative office
- Develop and monitor budget for area of responsibility, including office supplies, office equipment, and service agreements
- Design and maintain organizational systems to keep track of all archive materials for the Reitz Union
- Serve as backup for purchasing, p-card reconciliation, etc. as directed

**Provide administrative support for the Reitz Union Board of Managers**
- Schedule, reserve rooms, order meals, and provide other arrangements required for regular meetings, orientation, and other functions of the board
- Attend board meetings, record meeting minutes, and disseminate minutes to board members
- Maintain board membership records and track individual board member term appointments
- Responsible for coordination of recognition awards and award ceremony

**Develop reports, handle special projects and other duties as assigned**
- Acquire and maintain Notary Public certification and perform notary services as needed
- Serve on Division of Student Life and University committees as directed

**Expected Salary**:
$56,000 annually

**Minimum Requirements**:
Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

**Preferred Qualifications**:

- Knowledge of administrative and office management principles and practices
- Planning, organization, and communication skills (verbal and written)
- Customer service skills
- Strong interpersonal skills
- Prepare, proof, and edit correspondence and administrative reports
- Plan, organize, and coordinate workflow
- Ability to work independently
- Collect, organize, and analyze data related to administrative functions such as accounting, personnel, or report writing
- Function effectively in a fast-paced environment with frequent interruptions
- Handle multiple pr