70010000 - FPC-FAC - PLAN - CONSTR-ADMIN

Administrative Assistant II

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

Project Documentation & Records Management
Maintain project files, databases, and electronic records; prepare reports, meeting minutes, and correspondence to ensure accurate and accessible documentation.  This is completed through our prescribed software and systems.

Project Coordination & Communication
Facilitate communication among project managers, consultants, contractors, and university stakeholders; schedule meetings and distribute project updates.
Schedule & Workflow Tracking
Monitor project timelines, approvals, and workflow processes to minimize delays, highlight bottlenecks, and ensure accountability.
Compliance & Policy Support
Support adherence to UF standards, policies, and procedures, including document reviews, reporting requirements, and quality control processes.
Financial & Procurement Support
Assist with processing & tracking of requisitions, purchase orders, invoices, and contract tracking to ensure compliance with UF policies and timely processing of payments.  Coordinate between the vendors and UF Construction Administrators on all financial matters.
Document Creation & Communications
Create presentation materials, forms, communication materials and other documents that may require graphic design.
General Administrative Support
Provide office support such as data entry, calendar management, and other tasks to enhance the efficiency of the PDC team. Conduct special administrative projects or participate in committees.

NORMAL WORK SCHEDULE:

Monday – Friday 8:00 AM-5:00 PM; with one (1) hour lunch

Commensurate with education and experience

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

Associate’s degree or Bachelor’s degree preferred (architecture, interior design, graphic design, sustainability, engineering or other relevant degree)
Minimum two (2) years of project support experience (design, construction or facilities setting preferred).
Strong organizational, time-management, and multitasking skills.
Proficiency with AutoDesk suite, Adobe suite, MS Office Suite, project management software, and database systems.
Knowledge of design project processes, terminology, and documentation preferred.
Excellent written and verbal communication skills with attention to detail.

In order to be considered, you must upload your cover letter and resume.

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

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.