Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

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

Job Description:

The Administrative Support Assistant II provides essential administrative, human resources, research, and fiscal support within the Dean’s Office, College of Design, Construction and Planning. This role requires a high level of organization, attention to detail, and the ability to manage multiple priorities efficiently. The position reports directly to the HR Manager and plays a key role in supporting administrative functions across the college.

Human Resources Support:
- Coordinate and process human resource transactions, including hiring, onboarding, and separations.
- Maintain personnel records and ensure compliance with university policies.
- Assist with position descriptions, job postings, and recruitment efforts.
- Provide guidance on HR policies, procedures, and benefits to faculty and staff.
- Serve as a liaison between the department and central HR.
- Process and track electronic Personnel Action Forms (ePAFs) for faculty, staff, and student employees.
- Manage employee leave cashouts and separation processes, ensuring accurate documentation and timely processing.
- Support administrative recruitment efforts, including advertising, scheduling interviews, and processing hiring documentation.
- Monitor and track visa statuses for international employees within the college, ensuring compliance with university and federal regulations.
- Act as the first point of contact for general human resources questions, directing inquiries to appropriate offices and the HR manager as needed.

Research Support:
Assist in coordinating research-related administrative tasks, including grant submissions, ensuring document compliance for pre-award, and supporting post-award management.
Maintain and update research databases, track project timelines, budget expenditures, and financial trends.
Provide support to the research manager, with documentation, reporting, correspondence and research-related tasks.
Facilitate effective communication between research teams and administrative offices to ensure smooth collaboration.
Assist and support research administrators, faculty, and researchers across various units with research-related tasks.
Complete effort reports semesterly for all Deans Office faculty and serve as back up to units in completing reports.
Serve as a backup to the research manager and team as needed, ensuring continuity of operations.
Ensure compliance with DCP research policies and guidelines, as well as university and sponsor regulations.

General Administrative Support:
- Provide general office support, including scheduling meetings, managing correspondence, and maintaining files.
- Assist with departmental events, workshops, and conferences.
- Respond to inquiries and direct individuals to appropriate resources.
- Perform other administrative duties as assigned.

Backup Fiscal Support:
- Serve as a backup to the fiscal team as needed.

Expected Salary:

$22.50 - $24.50 per hour

Required Qualifications:

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

Preferred:

• Working knowledge and experience with the University and sponsor regulations and policies regarding sponsored research administration
• Proficiency in UFirst, FastLane (NSF), ERA Commons (NIH), UF MyInvestigator, myUF Market, and other UF granting tools and accounting systems
• Proficiency in PeopleSoft, UF fiscal and HR systems, and Microsoft applications such as Word, Excel, and PowerPoint a plus
• Ability to establish and maintain effective working relationships

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 our Veteran's Preference Page for more specific information.

Health Assessment Required: No