Administrative Assistant II

Job no: 541845 Work type: Staff Full-Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible Department: 16120100 - LS-CHEMISTRY-GENERAL Classification Title: Administrative Assistant II Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience. Job Description: Purchasing Processor Initiates purchase orders in the myUF Marketplace for lab supplies, equipment, services, and other items their faculty and graduate students require to complete their teaching, research, and service missions. Utilizes a UF Purchasing card (PCard) to place orders with companies outside of the Marketplace, either online or in person. Manages the status of all purchases, prepares PCard forms and reconciles PCard transactions in myUFL. Ensures that all purchases comply with both UF and granting agency policies, and that funding is available for the purchases. Interacts with the Chemistry Fiscal Office, vendors, and Procurement as necessary. Travel Coordination and Expense Report Processing Assists faculty, postdoctoral associates, graduate, and undergraduate students with their travel arrangements to various conferences and meetings. This includes booking flights, hotels, rental cars, paying registration fees, etc. Completes travel authorizations prior to travel. Expense reports are completed after group members and visitors return from travel to reimburse them for out-of-pocket travel expenses. International travel requires additional duties including registration with the UF International Center. If necessary, initiates and coordinates the DS-2019 application process with the visitor, the Chemistry Human Resources Office, and the University of Florida International Center. Communicates with incoming visitors and research scholars and the UF International Center, regarding J-1 visa requirements. Acquires required documentation from foreign national visitors and submits packet for processing to the UF International Center, all within established deadlines. Prepares and submits visa extensions and other changes as needed. Seminars, Visitors, and Divisional Conference Coordination Each division within the Department of Chemistry hosts visitors who provide seminars for Chemistry faculty and graduate students. There are regularly scheduled seminars, as well as seminars by potential faculty candidates. Each seminar and candidate visit requires travel arrangements as described above, as well as the coordination of the visitor’s schedule. This includes planning the visitor’s meetings, business meals with faculty and graduate students, and transportation. Ancillary duties include booking seminar rooms, providing coffee and snacks, and preparing reimbursements and honoraria. Since seminar attendance is a requirement for graduate students, attendance is taken for every seminar and tracked for each semester. Assists assigned faculty members with local and remote conference coordination that includes publicity, attendee registration, on-site programming, coordination with volunteers, social events, travel reimbursements, honorarium processing, room bookings, event registration, youth compliance, and budgeting. Grant Proposals and Funds Management Facilitates the preparation and submission of proposals, budgets, reports, and other documents and correspondence associated with federal and non-federal funding for research, in conjunction with faculty and Chemistry Fiscal Office research administrators. Paper copies, internet submission, and myUFL/UFIRST entry are required. Assists with the preparation and submission of scientific and technical manuscripts. Keeps track of faculty and graduate students’ various funding sources, including chartfields and balances. Office Administration, Instructional Support Maintains an office suite with shared office supplies and a copy machine. Coordinates the activities of the assigned faculty memb…

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