OPS Administrative Assistant

The OPS Receptionist provides administrative support to the College of Pharmacy faculty and staff at the Lake Nona Campus in Orlando, FL. Detailed duties are listed below:

Faculty and Staff Support:

• The incumbent provides administrative support to the College of Pharmacy faculty and staff
• Assists Administrative Specialist with fiscal responsibilities, including assisting with UF vendor applications, processing electronic reimbursements, reconciling PCard statements, and serving as a liaison with the Shared Services Center to process payments.
• Provide department administrative support including, but not limited to, taking meeting minutes, making copies, scanning, faxing, and student printing.
• Processing travel arrangements for faculty and staff, including scheduling accommodations, rental cars, flights, and assisting with the reimbursement process.
• Purchasing, including the ordering of textbooks, supplies, equipment, and classroom materials.
• Assists Administrative Specialist in maintaining calendars, reports, spreadsheets, memos, etc. 
• Prepares exams, quizzes, and handouts for class meetings and process accordingly via FedEx for grade submission.
• Reserves rooms for calendar meetings, video conference and student events.
• Assists with event logistics, as needed. 
• Performs other duties, as assigned.

Front Office Responsibilities:

• Greets Administrative Office faculty, staff, and students, and screens visitors. 
• Answers phone calls and refer to appropriate staff/faculty member. 
• Maintains campus-wide administrative email account, and replies to or routes emails in a timely manner.
• Ensures timely responses to questions posed and refers individuals to the proper source/department, take messages as appropriate. 
• Distributes and sorts mail to include FedEx packages.
• Confirm appointments and follow check-in procedures for reach appropriate appointment. 
• Provides the Shared Service Center (SSC) information and documentation, as needed. 
• Works with Lake Nona facilities regarding work orders, new employees, etc.
• Maintain student and student organizations files, including sorting and delivering mail.