Administrative Assistant II

Administrative Assistant II

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

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.

Communications: Responsible for leading the Communications team (student positions) in partnership with the Assistant Director including content creation, reviewing team content before publishing, maintaining the social media accounts and website, organizing interviews, designing swag for the UFGI symposium, publication design as needed, Strategize marketing strategies with the Director and Assistant Director, utilizing Salesforce: Marketing Cloud to maintain our listservs, email out content and newsletters as needed, and overall being the centralized person in all things communication to maintain consistency and the tone of the UFGI that is presented to the public.

$23-28/hour

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

Knowledge of PeopleSoft, myUF Marketplace, and UF GO integrated systems. Experience with event planning Experience with Microsoft Office. Experience with Salesforce: Marketing Cloud Experience with WordPress AND T4 Experience with Adobe products for graphic design: Illustrator, Lightroom, InDesign, Premier Pro Experience with generating professional content for social media, website, and publications Knowledge of University policy and procedures. Ability to communicate effectively orally and in writing