Administrative Assistant I/II

JOB NO:

538077

WORK TYPE:

Staff Full-Time

LOCATION:

Main Campus (Gainesville, FL)

CATEGORIES:

Office/Administrative/Fiscal Support, Veteran's Preference Eligible

DEPARTMENT:

EG-SEMICONDUCTORS

CLASSIFICATION TITLE:

Administrative Assistant I/II

CLASSIFICATION MINIMUM REQUIREMENTS:

• Level I High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
• Level II High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

JOB DESCRIPTION:

Administrative Duties:

• Greet and assist visitors, faculty, and students, directing inquiries to appropriate program area and/or staff.

• Manages calendars, schedules meetings, prepares agendas, takes and disseminates minutes as needed.

• Maintains a clean, organized, and professional FSI suite.

• Tracks inventory and coordinates orders to support daily operations and events.
• Updates lists, organizes mailings, and manages data entry tasks.
• Answers and directs incoming calls and general email inquiries to appropriate contacts.
• Manages FSI conference room calendar, parking pass reservations, suite access, and ensures compliance with facility policies.
• Provides faculty support through meeting coordination, travel arraignments, and reimbursements.
• Serve as a reliable point of contact between faculty and internal offices (ECE Fiscal, Travel, Purchasing, HR, etc.) to streamline processes and resolve issues promptly.
• Responsive to faculty needs related to meetings, events, and travel to ensure smooth scheduling and logistics.
• Performs general office duties as required.

Assistance to Institute:

• Participate in aiding events and collaborate with FSI, the Department (ECE), and HWCOE teams to promote the Institute and its programs.
• Provides logistical and hands-on support for Institute-related meetings, events, and initiatives.
• Operates and troubleshoots office equipment such as printers, scanners, and copiers; assists with basic IT issues and coordinates with IT support when necessary.

Miscellaneous:

• Perform a variety of duties assigned by the Institute's Deputy Director and leadership according to the daily needs and operation of the Institute. This includes performing errands, scheduling meetings, interviews, and assisting with projects.
• Complete all relevant departmental, college, and/or university training and stay abreast of policies and procedures.
• Maintain knowledge and compliance with university policies in Purchasing and Travel.
• Interact with faculty, students, staff from ECE, HWCOE, and various representatives from participating agencies in a professional manner.

EXPECTED SALARY:

Salary to commensurate with qualifications and experience

Level I: $19.00-$21.00 per hour

Level II: $21.00-$23.00 per hour

REQUIRED QUALIFICATIONS:

• Level I: High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
• Level II: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

PREFERRED:

• Strong interpersonal and organizational skills.
• Strong written and oral communication skills.
• Strong computer/software skills.
• Ability to think independently and make responsible decisions in a professional and courteous manner.
• Ability to effectively manage multiple administrative tasks.
• Ability to prioritize and coordinate work assignments.
• Knowledge of university policies and procedures.

SPECIAL INSTRUCTIONS TO APPLICANTS:

In order to be considered for this position, you must upload a cover letter and resume with application.

This is a time-limited position.

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.

HEALTH ASSESSMENT REQUIRED:

No

ADVERTISED:

05 Dec 2025

Eastern Standard Time

APPLICATIONS CLOSE:

19 Dec 2025

Eastern Standard Time