Administrative Assistant III

$45,760 - $52,000/Yr

University of Florida - Alachua, FL

Full-time - Entry Level

Alachua, FL

Educational Services

About the position

The Administrative Assistant III at the University of Florida plays a crucial role in supporting the HR functions for various financial administration units. This position involves managing personnel actions, coordinating employee onboarding, and providing administrative support to the Associate Vice President of Finance. The role requires strong organizational and communication skills to effectively manage multiple responsibilities and facilitate departmental operations.

Responsibilities

• Processes hires, terminations, reclassifications, updates positions, and special pay increases.
• Coordinates approval and posting of vacant positions.
• Manages FMLA, retirements, leave cash outs, and coordinates employee performance appraisals.
• Creates new position descriptions and submits ePAF requests for personnel actions.
• Facilitates the onboarding process by coordinating orientation sessions and providing necessary resources.
• Maintains the website and assists in the collection of information for the newsletter.
• Designs PowerPoint presentations for meetings and trainings.
• Implements communication strategies to engage stakeholders and promote the unit's mission and goals.
• Maintains calendar and schedules appointments for the Associate Vice President.
• Responds to routine emails and escalates complex issues to appropriate staff.
• Screens and routes phone calls and responds to inquiries in a timely manner.
• Organizes and maintains confidential and public files, reports, and records.
• Requests travel reservations for departmental conferences and site visits.
• Processes UFMarket Place requisitions and purchase orders.
• Manages UFGO receipts and general reimbursement for SPA and IFA.
• Deposits checks received for sponsored programs and maintains department accounts.
• Assists with coordinating departmental events and meetings, both in-person and via Zoom.
• Coordinates computer setup with IT for SPA.

Requirements

• High school diploma or equivalent.
• Seven years of relevant experience or an equivalent combination of education and experience.
• Effective oral, written communication and interpersonal skills.
• Advanced skills in Word, Excel & PowerPoint.
• Strong organizational skills & attention to detail.
• Ability to think critically and problem solve.
• Ability to work both independently and as a collaborative team member.
• Ability to maintain professionalism in all types of situations.

Nice-to-haves

• Competency in locating and communicating solutions.