OPS Administrative Professional - University of Florida

All responsibilities must abide by UF policies and procedures and include the same responsibilities for both the Departments of Landscape Architecture and Urban and Regional Planning chairs, faculty, staff, students, and visitors. This is a part time temporary OPS position but there is potential to make this a full-time Teams position. 

35% Front Desk Receptionist:

• Serve as the first point of contact for all visitors to the office.
• Maintain a professional atmosphere when greeting and assisting visitors, faculty, staff, and students.
• Answer and maintain phone lines, and direct inquiries to the appropriate destinations by email, mail, phone call, or in-person.
• Maintain information on the reception area TV.
• Assist with copy machine and other office equipment usage, including scanning, copying, printing, and faxing.
• Maintain in/out-going mailing, shipping, and mailboxes; Sort and distribute mail promptly and appropriately.
• Assist in the management and scheduling of the office student assistants.

35% Event Planning:

• Coordinate events, which include, but are not limited to, lecture events, student award ceremonies, student orientations, faculty meetings, advisory council meetings, recruitment events, accreditation visits, workshops, and others, as needed.
• Assist with the travel arrangements for event visitors, guests, faculty, staff and students.
• Use a procurement card or my UF marketplace to reserve event space and venues, process vendor contracts if needed, order event food, catering, and alcohol adhering to the UF policies and procedures, and other needs required for the event.   
• Maintain event budgets and ensure we are not going over budget on expenses.
• During events, there will be frequent walking and carrying or lifting items such as food and beverages, not to exceed 10 Lbs.

15% Administration

• Manage calendars for the Director, Associate Director, and room reservations for school/department-controlled rooms.
• Maintain supplies and ensure cleanliness in shared office spaces.
• Maintain the check-out system for students to use school/department supplies and equipment.
• Serve as Building Emergency Coordinator for the 4^th Floor.
• Take minutes at faculty meetings and advisory council meetings when needed.
• Assist with maintaining records and records retention.
• Assist with managing property, asset management and space, surplus and decals.
• Submit requests for building services, ordering keys, painting, and other room and building needs.
• Collect Outside Activity Forms for School Faculty and staff.
• Supervise student assistants and maintain their work schedules.

10% Fiscal Processing

• Obtain and maintain a UF purchasing card, make purchases, keep appropriate backup and receipts for charges, and reconcile in a timely and accurate manner.
• Act as a shopper in my UF marketplace to order office equipment, computer supplies, software, as well as other items as needed.
• Function as a backup assistant for UF GO travel and p-card system for staff and faculty.

5% Other duties as assigned.

• Experience as a receptionist and working with the public in a professional manner.
• Knowledge of and ability to follow office, college and UF policies and procedures.
• Ability to communicate effectively, verbally and in writing with a diverse group of students, faculty, and visitors.
• Event planning experience preferred.
• Knowledge of office applications such as word, excel, and outlook.
• Ability to establish and maintain an effective working relationship with others.