Inside Higher Ed · 2 days ago
OPS Administrative Support II
Gainesville, FL
Full-time
Onsite
Mid Level
$20/hr - $20/hr
4+ years expInside Higher Ed is a company focused on providing support in the higher education sector. They are seeking an OPS Administrative Support II to act as a point of contact for various administrative tasks, including scheduling, managing departmental resources, and assisting in fiscal operations.
Digital MediaEducationHigher EducationJournalismRecruiting
Responsibilities
Point of contact for faculty, staff & students for vehicle, meeting, and room scheduling, reception duties; manages Department Listserv, scanning of documents; mail distribution, shipping and receiving; scheduling, set up and clean up for meetings and events in conference room; maintains & serves as facilitator for office equipment, schedules repairs & contract renewals; responsible for departmental vehicles usage log & maintenance; submits work requests for facility repairs & ensures work is completed, communicates requests or issues to housekeeping ensuring standards are met; manages keys to offices and labs, records distributions and returns, scans signed documents to Asset Management; submits badge requests & building access for faculty, staff, students and volunteers through myUFL, responsible for submitting IT account requests, service requests, repairs & quotes for purchase of new or replacement equipment for Physio faculty, staff & students, assist with catering orders, set up and clean up for faculty or professional meetings when refreshments are provided, assists in the planning, coordinating and the set up and cleanup of Department events, as well as other related duties as deemed appropriate by supervisor
Serves as proxy for faculty & staff, reconciling purchasing of equipment, lab supplies & materials, submits quotes for POs for contracts & repairs, uploads invoices & service reports, inputs follow up communication for submitted quotes, resolve issues of back orders & approvals for delivered products through the UF Marketplace, reconciles PCard purchases, submits POs & quotes through OnBase system
Responsible for submitting travel authorization, obtaining receipts and supporting documents for expense reports, cash advances an booking flights accommodations & rental cars in the booking tool in the UFGO system, prepares reimbursements, obtains proper signatures, receipts, ensures that appropriate paperwork is sent to the VM Financial Services Office (FSO); tracks travel to its culmination. Checks travel categories of accounts to make sure appropriate funds are available and confers with appropriate FSO accountant if there are insufficient funds. Assists with travel arrangements as needed. Facilitates itinerary, travel arrangements & accommodations for visiting faculty & faculty candidates
Manages desk and room assignment for incoming and exiting graduate students, staff and J1Visitors
Website Management with WordPress- Manage the CEHT and Physiological Sciences website. Making sure all links work and the web pages are current. Asking CEHT or Physiological Science Department for monthly updates. Upload images, announcements, and content updates per faculty direction. Post updates for faculty, graduate students, and departmental committees
Assist with Department seminars, professional meetings and events, meets with GA coordinator, prepare announcements and facilitates the bi-weekly fall seminar series, books auditorium, obtains information from guest speakers, creates guest speaker promotion flyer, using Microsoft Publish
Assists the Administrative Specialist in fiscal operation of Department, to include, but not limited to, assists in reconciling assigned Department account, running monthly and account receivables reports through Enterprise Analytics and SharePoint, exporting & importing Excel spreadsheets and/or any other account management system. Assists with the implementation of any organization changes and/or new accounting or clerical procedures. These activities will be performed in consultation with the Administration Specialist
Qualification
Required
High School diploma and four years of appropriate experience
Appropriate College coursework or vocations/ technical training may substitute at an equivalent rate for the required experience
Preferred
Able to provide a high level of customer service
Outstanding computer knowledge and skills
Ability to utilize multiple software applications proficiently
Knowledge and experience with various software applications, i.e. myUFL, OnBase, Photoshop, Adobe Acrobat Pro, DocuSign, Drop Box, Microsoft One Drive, PowerPoint, Excel, Word, and Publisher, WordPress
Ability to collect, compile and analyze data
Excellent communication skills verbally and in writing
Excellent computation and letter writing skills with the ability to use correct grammar, punctuation and spelling
Ability to maintain confidentiality with sensitive materials
Ability to work independently, plan, prioritize, organize, problem solve, direct appropriate action in a professional manner
Ability to maintain effective communication with supervisor, faculty and staff
Ability to get along well and maintain a professional demeanor and effective working relationship with supervisor, faculty, staff, students, volunteers, peers and vendors
Company
Inside Higher Ed
Inside Higher Ed is the online source for news, opinion, and jobs related to higher education.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2022-01-10Acquired
2006-08-31Series Unknown
Leadership Team
Stephanie Shweiki
Director, Foundation Partnerships
Recent News
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