Administrative Spec II

2 weeks ago

Gainesville, United States University of Florida Full time

Job Description:

This position is located at the University of Florida Literacy Institute (UFLI). The Administrative Specialist II reports directly to the Financial Analyst II. The incumbent will serve as a public contact for the Center and answer inquires by email, phone, and in person. The individual holding this position will process routine travel arrangements and reimbursements for UFLI personnel, maintain office supply inventory, complete purchase orders, pcard charges, conference planning, processes for the office, budget assistance, and other duties as assigned. The individual will also provide administrative assistance to the UFLI Director.

Responsibilities:

Responsible for coordinating resources and preparing materials related to UFLI’s daily operations, either on-site or remotely. This includes coordinating meetings, planning service delivery logistics, developing meeting agendas and updates, program-related files and materials, conference planning, set-up and coordination. Travel Processes. Manages travel logistics for faculty, staff, and students. This could include making rental car reservations, helping choose airfare, helping with UFGO issues, and making sure travel processes run smoothly. Assists the Financial Analyst II. Will complete financial requisitions by purchasing items through MyUFMarketplace. Manage purchase orders, complete and reconcile pcard charges as needed. May assist in preparing, developing, and monitoring budgets with the Financial Analyst II as needed.

Office Duties:

Manages inventory, office supplies, mail, and equipment for UFLI. Assists with the design, planning, and implementation of strategies and processes for the office. Establishes work priorities, sets deadlines, and manages daily office operations. Prepares and provides quotes for UFLI services (e.g., professional development, evaluation) to schools and other organizations all over the world. Keeps track and logs quotes into database and works with the Financial Analyst II to invoice after services have been completed.

Reporting:

Prepares reports, presentations, event materials and other written documents as needed, working with others in UFLI to accomplish tasks. Coordinating events or special administrative projects under the direction of the Director and Financial Analyst II.

Other duties, as assigned by Director

Expected Salary:

Salary is competitive and commensurate with education and experience.

Minimum Requirements:

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:Proficient in Microsoft Office- Word, Excel, PowerPoint, Outlook, Teams; must be very detail oriented; able to work independently and with a team; able to work with existing and new technology and manage databases; ability to project a positive impression in in-person and virtual settings; deals with different levels of administration; have outstanding telephone manners; proficient in responding to emails accordingly.

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