Administrative Assistant I

Classification Title:	Administrative Assistant I
Classification Minimum Requirements	High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Job Description:	The Administrative Assistant I provides essential administrative, clerical, academic, and fiscal support to the department and assigned faculty. This position plays an important role in supporting efficient day-to-day operations and advancing the department’s clinical, academic, research, and educational activities. The ideal candidate is highly organized, detail-oriented, and service-focused, with the ability to manage multiple priorities and communicate effectively with faculty, staff, trainees, visitors, vendors, and external partners.

• Provides comprehensive administrative support to the department and assigned faculty.
• Receives, screens, sorts, and distributes incoming mail and correspondence.
• Answers departmental telephone lines, responds to routine inquiries, and directs calls appropriately.
• Maintains office supply inventories and coordinates the purchase of supplies, furniture, and equipment.
• Coordinates conference room schedules, meetings, seminars, and special events, including preparing meeting materials, agendas, and room arrangements.
• Prepares, edits, and distributes correspondence, reports, presentations, and other professional documents on behalf of faculty and departmental leadership.
• Manages calendars, schedules appointments, and coordinates divisional meetings, including preparing and distributing agendas and meeting minutes.
• Serves as a primary point of contact for faculty, staff, trainees, visitors, vendors, and external organizations, providing excellent customer service and facilitating effective communication.
• Provides backup support to the Chair’s Executive Assistant, including assisting with the preparation and tracking of documentation, deadlines, and other time-sensitive activities to ensure continuity of operations.

• Provides administrative support for faculty scholarly, academic, research, and educational activities.
• Assists with manuscript preparation, formatting, editing, and proofreading.
• Organizes references, tables, figures, appendices, and supporting materials for publication.
• Ensures documents comply with applicable journal submission requirements.
• Serves as a liaison with journals, publishers, departmental offices, and external organizations regarding manuscript submissions, revisions, and publication activities.
• Assists faculty with educational materials, presentations, and other academic projects that support the department’s teaching and research missions.

• Supports the daily operations of the department’s fiscal office while ensuring compliance with university and departmental financial policies and procedures.
• Coordinates the timely processing of purchase orders, payments, grant expenditures, travel transactions, expense reimbursements, and income deposits through the HRIS and other university systems for both the University of Florida and the Florida Clinical Practice Association (FCPA).
• Processes checks, invoices, journal entries, requisitions, vouchers, and procurement transactions for departmental PCard holders.
• Reviews financial documentation for completeness and accuracy and maintains organized fiscal records.
• Serves as a liaison among vendors, faculty, staff, and central administrative offices to support efficient and timely financial operations.

• Coordinates travel through UFGO for faculty, staff, students, and guests attending meetings, seminars, presentations, and conferences.
• Arranges transportation, lodging, conference registration, and other travel accommodations.
• Processes travel authorizations and encumbrances in PeopleSoft.
• Prepares and submits post-travel expense reports in accordance with university policies.
• Compiles and submits data for annual surveys and institutional reporting requirements, including reports for MGMA, AAARAD, University Tax Services, UWO, Auxiliary Service Centers, Unrelated Business Income Tax, and Incidental Trust Funds.

Performs other related administrative, clerical, and operational duties and assists with special projects as assigned by the supervisor or departmental leadership.

Expected Salary:

$19.00 - $22.00, commensurate with experience.

Required Qualifications:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume. Please list three (3) professional references.

This position is eligible for veterans' preference. If you are claiming veterans' preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See UF’s Veterans' Preference Page for more details.

This position is being reposted. All previous applicants are still under review and need not reapply. 

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment No

 

Advertised: 08 Oct 2026 Eastern Daylight Time
Applications close: 16 Oct 2026 Eastern Daylight Time

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