Administrative Assistant I

Job Description :

The incumbent is the primary team member responsible for ensuring departmental requests received via email (requests@bme.

ufl.edu), phone, or in-person are completed. Examples of requests may include, but are not limited to copying / printing course material, scheduling conference rooms, scheduling conference phone(s), classroom(s) reservations, supply orders, and shipping.

The incumbent is responsible for maintaining office supplies, including kitchen supplies, for the department. This individual ensures that all common areas (copy room, supply room, kitchen, and conference room are organized and well presented.

The incumbent is responsible for updating and maintaining BME’s internal phone directory. The incumbent may assist in maintaining BME’s vehicles, this includes ensuring all drivers have valid Florida driver’s licenses and ensuring the vehicles are fueled.

Position Duties and Responsibilities include, but are not limited to the following :

Administrative Support :

Primary front desk contact for all guests and members of BME that present in person or via telephone

o Ensure all voicemails received after-hours on the BME Main Line are received and addressed appropriately.

• Update directories / phone lists.
• Responsible for reviewing, completing and / or coordinating assistance solicited through the [email protected] email, examples :

o Copying / printing course material, scheduling conference rooms, scheduling conference phone(s), department vehicle reservations, classroom(s) reservations, and shipping.

• To ensure appropriate segregation of duties within BME, this individual will serve as the primary receiver for all incoming packages to BME which requires the incumbent to log all incoming packages, retain / obtain all packing slips for disbursement and asset management purposes, and to notify the appropriate faculty labs to pick-up their packages.
• Distributes incoming US Mail to recipients within BME and prepares all US Mail and packages for outbound service (FedEx and / or UPS).
• Ensures all faculty and staff have accurate business cards and name tags upon hire and as their status / position changes.
• Assists Research and Fiscal Teams with scanning / organization of files as needed.

Office Support :

• Maintains office and kitchen supply inventories for the BME Admin Office and NEB Annex (Third Floor). Ensures supply rooms are orderly and organized.
• Ensure all BME Shared Copier / Printers are loaded with paper and consumable supplies (toners, drum and waste cartridges, etc.

are on hand) to provide reliable service for users.

• Ensures the Administrative Office, Conference Rooms, and Kitchenettes are presentable and organized.
• Assists in coordinating maintenance for the department’s vehicles, including ensuring the vehicles are fueled / charged and clean.
• Maintain all bulletin boards in the department to ensure materials are current, relevant, and suitable condition.
• Coordinates procurement of parking vouchers from UFHealth for visitors and renewal of BME’s Official Business pass(es).

Event Support :

• Assist with escorting and transporting visitors (seminar speakers, faculty candidates, External Advisory Board members).
• Assists with all BME Events (prep materials, day-of setup and breakdown, etc.).

Other Duties :

• Responsible for maintaining the BME Faculty and Staff Birthday calendar, including the coordination of delivering signed or electronic greeting cards.
• Coordinates the procurement and delivery of floral and / or edible arrangements for BME Faculty and Staff for qualifying life events (birth / adoption of child, hospitalization, death).
• Run errands on- and off-campus.
• Complete other work and special projects as assigned.

Expected Salary :

$.-$. per hour; commensurate with qualifications and experience

Minimum Requirements :

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

Preferred Qualifications :

• Two years of relevant customer service experience.
• Proficient in Microsoft excel, PowerPoint, Word, Outlook.
• Prior experience with PeopleSoft systems a plus.
• Excellent oral and written communication skills, outstanding time management skills in order to manage wide variety of tasks that comprise the average work day, ability to work well with a wide variety of people, both internal and external to the University.
• Ability to work independently and in a group setting, problem solving, able to take complex and unrelated information and organize them into workable terms, deadline oriented.
• Valid FL Drivers License
30+ days ago