Administrative Support AST II

The Department of Chemistry is seeking an Administrative Support Assistant II to facilitate the specialized administrative needs of the Organic Chemistry Division within the Department of Chemistry. Duties and responsibilities include, but are not limited to:

Administrative Activities:

Management of the Divisional Office
Provides support and organizes tasks for the Organic Chemistry Division, including divisional correspondence, e-mail list serves, working with IT to update division-specific websites, room reservations and scheduling, organizing divisional student awards, maintaining office supplies and equipment, and supervision of student assistants (as needed).
Purchase Coordinator
Creating, processing, and managing electronic requisitions and change orders, including PCard reconciliation, budget verification, submitting reimbursement requests for faculty and their group members, and maintaining related records.
Travel Coordinator
Assists with travel arrangements to conferences for faculty, postdoctoral associates and graduate students, including travel authorizations, service worksheets for independent contractors, and travel reimbursements for divisional members and visitors. Communicate with incoming visitors regarding J1 Visa requirements and guide them through the DS 2019 application process. Acquire required documentation and submit packet for approval to both Chemistry HR and the UF International Center prior to arrival. Prepare and submit extensions and other changes as needed. Process and submit travel paperwork for visitors, and help with travel schedules. This includes making airline and hotel reservations for visiting professors. Process expense receipts for reimbursement.
Divisional Seminar Series Coordination
Arrange seminar schedules and activities for visiting scientists, including coordinating social events. Prepare and post-seminar announcements, book seminar rooms, and coordinate hosting and refreshments. Track spending, balance, and update accounting spreadsheet.
Tarrant Fund Support
The Tarrant Organic Chemistry Fund (endowment) supports the Tarrant Distinguished Visiting Professorship, extended visits (one- to two weeks) by ~2 scientists per year from around the world, as well as Tarrant Graduate Research Fellowships for ~2 graduate students each summer. Prepare schedules, maintain the “Tarrant Office”, book seminar rooms, coordinate social events, honorarium/fellowship processing and order plaques, track spending and balances, and update accounting spreadsheet.
Grant and Manuscript Preparation/Submission
Facilitate the preparation and submission of proposals, budgets, reports and other documents and correspondence associated with federal and non-federal funding for research. Paper copies, internet submission, and PeopleSoft/UFIRST created assembly is required. Assist with the preparation and submission of scientific and technical manuscripts.
Miscellaneous Administrative Assistance
Coordinates the activities of the faculty members of the Organic Chemistry Division, assist with Annual Activities Reports, arrange committee meetings, coordinate schedules and locations for meetings, and assist in the organization and coordination of professional meetings and symposia.
Faculty Search Support
Prepare extended schedules (including meals), book seminar rooms, make travel plans (flights, lodging, rental car, etc.), prepare reimbursements, provide coffee and associated consumables.

Academic Activities:

Undergraduate Education Support
The Organic Chemistry courses (CHM 2200, 2210, 2211, 2212, 2213) typically involve >25 lecture sections (50-200 students each) per year, ~10 different instructors, and ~80 graduate teaching assistants. Order and stock teaching materials and supplies, serve as a source of information and course materials for graduate teaching assistants, print and copy course materials and exams, place textbook orders, assemble and post up-to-date lists of academic staff and tutor office hours.

Graduate Education Support
The Organic Chemistry Division is comprised of 60-80 active graduate students at any given time. Maintain a tracking spreadsheet on all current Organic Division qualifying graduate students, maintain the policies and procedures document detailing Organic Division graduate requirements and advise graduate students with respect to these requirements, distribute graded monthly cumulative exams, and other general instructional assistance (textbook orders, copies, etc.).

The salary range is $18.00 - $20.00 per hour, commensurate with qualifications and experience.

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

Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Knowledge of practices of University administrative process; knowledge of web page design and HTML would be helpful; computer database management, record and file management; experience in planning, organization, and coordination of work assignments to facilitate efficiency and meet deadlines; ability to work with minimal supervision and take independent responsibility for office management when supervisor travels. Is proficient in the use of computer software such as Microsoft Office, WordPerfect or equivalent and experience with university software is desirable.

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references.

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.

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