Administrative Assistant III

Administrative Assistant IIIApply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=534277&lJobSourceTypeID=796&sLanguage=en-us) Job no: 534277 Work type: Staff Full-Time Location: Alachua Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible Department: 60013800 - AG-IFAS FINANCIAL ADMIN Classification Title:Administrative Assistant IIIJob Description:HRFunctions for Financial Administration (IFA), Sponsored Programs Administration (SPA) and Financial Service Center (FSC) unitsProcesses hires, terminations, reclassifications, updates positions, and special pay increasesCoordinates approval and posting of vacant positions.Manages FMLA, retirements, leave cash outs, and coordinates employee performance appraisalsCreates new position descriptions.Completes and submits ePAF requests for personnel actions.Facilitate the onboarding process by coordinating orientation sessions, providing necessary resources, and ensuring a smooth transition for new employees.Communications & Training-Maintains website, assists in the collection of information for the newsletter, PowerPoint design for meetings/trainings-for SPAImplement communication strategies to engage stakeholders and promote the unit's mission and goals. Stay attuned to the unit's evolving needs and priorities, understanding opportunities to improve communication, training, and collaboration, communicate up to date information through various platforms such as the SPA website, newsletter, etc.Create visually appealing and informative PowerPoint presentations for meetings and trainings, incorporating relevant informationAdministrative support for the AVP-FinanceMaintains calendar and schedules appointments for the Associate Vice President, including meetings with senior university administrators, faculty, and staff.Responds to routine emails and escalates complex issues to the appropriate staff member.Screens and routes phone calls and responds to inquiries in a timely and professional manner.Organizes and maintains confidential and public files, reports, and records, both physical and electronic.Travel, Purchasing & Accounts Payable and Check Deposits for SPA & IFARequests travel reservations for departmental conferences and site visits. This includes the airfare, conference registration, hotel and car rental, if necessary.Processes UFMarket Place requisitions and purchase ordersManages UFGO receipts and general reimbursement for SPA and IFADeposits checks received for sponsored programsMaintains department accounts for mail, phones, etc.Event Planning and Meeting Coordination for SPA & IFAAssists with coordinating departmental events and other monthly meetings that are in person or via Zoom.Asset Management including coordinating computer setup with IT for SPA.Perform other related duties as assigned.Expected Salary:$22.00-$25.00 hr. commensurate with education and experience. Minimum Requirements:High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.Preferred Qualifications: Effective oral, written communication and interpersonal skills Advanced skills in Word, Excel & Power Point 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 Competency in locating and communicating solutions.Special Instructions to Applicants:In order to be considered, you must upload your cover letter and resume.Application must be submitted by 11:55 p.m. (ET) of the posting end date.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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.Health Assessment Required:NoAdvertised: 17 Dec 2024 Eastern Standard TimeApplications close: 01 Jan 2025 Eastern Standard Time