Administrative Assistant I

University of Florida•Gainesville, FL

4d•$19 - $21

About The Position

- Customer Service and Client Interaction Creates a welcoming environment for visitors, faculty, student and staff at the College of Veterinary Medicine and build on the positive experience for everyone. Greet and accommodate students, faculty and visitors to UF College of Veterinary Medicine. Handles questions and concerns professionally and courteously. Maintains a positive attitude and contributes toward a quality work environment. Answer and direct all phone calls to appropriate staff and or take detailed message and forward to appropriate staff member. Communicate with departments and administrative offices via Teams Messenger or phone regarding walk in student or visitor needs. Maintains up-to-date knowledge of the CVM Admissions workflow, timelines and all key dates associated with the admissions process. - Front Desk Responsibilities Maintain conference rooms, V1-100A, and V1-138 and serve as the point of contact for AV Support related to any technical issues in the conference rooms. Receive, distribute and redirect daily mail for Dean’s area administrative offices. Coordinate with CVM Security for visitor parking of those meeting in the VAB. Assist with scanning and faxing of documents Order supplies and special request items as needed via Central Stores or myUFMarket as requested and approved for the Dean’s Office. Organize and maintain the stock of office supplies for the dean’s suite copy room and supply closet. Maintains office equipment in the dean’s suite copy room .Ensure supplies are stocked and replaced as needed. Resolve maintenance issues . Coordinate IT order requests for equipment checks or malfunctions. Act as a vm-everybody listserv moderator Serve as the primary contact for the first floor of the VAB providing detailed written information regarding building maintenance and drink/snack vending machine issues. Access point for PPC courier for daily Genewiz sample pickup. Assist the Director of Communications quarterly with the tracking and updates to the mailing lists for the US veterinary deans, associate deans and department chairs. Serves as point of contact with students during the distribution of items such as certificates, invitations, name tags and lost and found materials, ensuring accurate handling. - Dean’s Suite Administrative Responsibilities Daily management of the Dean’s office state vehicles which includes keeping vehicle logs, and quarterly record updates. Reviewing all daily reservation requests and prioritize usage of the vehicles. Oversee all scheduled vehicle maintenance, warranty and recall issues, and any needed mechanical repairs for all state vehicles. Manage driver license database to ensure that all CVM faculty and staff driver’s license information remains up to date. Assist the Administrative Specialist II to the Dean in coordinating and managing special projects, events and meetings, providing logistical support and communications. Provide additional administrative support to the Dean’s Office, Office of Academic and Student Affairs, and other academic departments and administrative offices if needed Effectively coordinate Life South blood drives and handle concerns as needed. Manage and execute all miscellaneous administrative tasks required to efficiently and effectively support the Office of the Dean. Performs some of the duties of the Administrative Specialist II in her/his absence to ensure the continuous daily operations of the dean’s office. - Additional Departmental Support for the Office of Academic and Student Affairs Manage External Scholarship Award certificate and presentation process. Submit nominees to various veterinary organizations, create award certificate, create and set deadlines for certificate receipt, and organize the awards presentation. Create and manage external scholarship award spreadsheets and update critical information with complete details pertaining to external scholarship awards. Support the student fish tank volunteers by communicating any issues promptly Support UF Vet Med Career Fair preparation by assisting the Director of Career Services on the organization of Career Fair attendee contact information and day-of items, such as name tags. Support for Senior Regalia photo days by facilitating room preparation. Assist ASA with the spring external awards process by creating certificates for the awards ceremony.

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
Valid driver's license.

Nice To Haves

Excellent Customer Service Skills
Good communication skills, both verbally (telephone and person-to-person); as well as good literacy skills (ability to read and compose grammatically correct sentences) are critical to the success of this position.
Computer proficiency (UF platforms, MS 360, Zoom)
A high school diploma and one year of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Ability to deal with the public in a tactful and courteous manner
Ability to plan, organize and coordinate
Ability to work within a team and perform with minimum supervision
Ability to multitask as well as ability to set and change priorities in a fast-paced, high-pressure environment while maintaining a positive attitude
Ability to work accurately with attention to detail
Ability to handle frequent interruptions and adapt to changes in workload and work schedule
Ability to set priorities and solve problems