Administrative Assistant Jobs at University of Florida with Visa Sponsorship
Administrative Assistant roles at University of Florida span academic departments, research centers, and administrative offices across one of the country's largest public universities. The university has an established international hiring process and actively sponsors foreign nationals for both temporary work visas and permanent residence pathways.
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Get Access To All JobsJOB NO:
539304
WORK TYPE:
Staff Full-Time
LOCATION:
Main Campus (Gainesville, FL)
CATEGORIES:
Business/Accounting/Finance, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
DEPARTMENT:
57301000 - HS-HAMILTON SCHOOL ADMIN
CLASSIFICATION TITLE:
Fiscal Assistant II
CLASSIFICATION MINIMUM REQUIREMENTS
High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.
JOB DESCRIPTION:
Travel Administration
Responsible for coordinating and processing all domestic and international travel for the School. Arranges travel for faculty, staff, students, and visitors, including airfare, lodging, ground transportation, and conference registration. Prepares and submits required pre-travel authorizations in accordance with university policy. Processes travel expense reports and reimbursements in UFGO and monitors transactions to ensure timely payment and compliance with applicable guidelines.
PCard Administration
Serves as a departmental PCard holder and processes authorized purchases on behalf of employees who do not possess a PCard. Reconciles PCard transactions in UFGO in compliance with university policies and procedures. Reviews transactions for accuracy, completeness, and required documentation; resolves discrepancies in coordination with the PCard team.
Travel Training and Resource Development
Develops and maintains procedural guides related to travel operations. Provides training and guidance to faculty and staff regarding university travel procedures and PCard requirements. Serves as a primary departmental resource for travel and PCard-related inquiries. Participates in university training to remain current on financial policies and procedural updates.
Procurement and Disbursements Support
Serves as backup support for procurement and disbursement functions. Reviews purchase requests for appropriate funding and allocability. Initiates and monitors purchase order requisitions in MyUF Market. Communicates with vendors to obtain quotes, documentation, refunds, and resolve payment issues. Assists with vendor payments, journal entries, and maintenance of required vendor documentation as needed.
Policy Compliance and Professional Development
Maintains current knowledge of university financial policies and ensures departmental fiscal activities align with university directives and procedures.
EXPECTED SALARY:
$40,000-50,000 annually, commensurate with education and experience.
REQUIRED QUALIFICATIONS:
High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.
PREFERRED
Education & Experience:
Minimum 1-year experience with fiscal functions, especially travel (UFGO)
Knowledge:
Knowledge of UF Finance and travel procedures
Skills:
- Proficiency with PeopleSoft, UFGO and myUFMarket
- Demonstrated proficiency with communication skills (verbal and written)
- Excellent customer service and interpersonal skills
Abilities:
- Ability to be detail-oriented and accurate with work assignments
- Ability to research services, supplies, equipment, and pricing
- Ability to plan, organize, and coordinate work assignments
- Ability to work independently and efficiently with minimum supervision and personal initiative
- Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
- Demonstrated ability to handle multiple projects or tasks simultaneously
- Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
SPECIAL INSTRUCTIONS TO APPLICANTS:
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.
HEALTH ASSESSMENT REQUIRED: No
ADVERTISED:
27 Mar 2026 Eastern Daylight Time
APPLICATIONS CLOSE:
12 Apr 2026 Eastern Daylight Time
JOB NO:
539304
WORK TYPE:
Staff Full-Time
LOCATION:
Main Campus (Gainesville, FL)
CATEGORIES:
Business/Accounting/Finance, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
DEPARTMENT:
57301000 - HS-HAMILTON SCHOOL ADMIN
CLASSIFICATION TITLE:
Fiscal Assistant II
CLASSIFICATION MINIMUM REQUIREMENTS
High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.
JOB DESCRIPTION:
Travel Administration
Responsible for coordinating and processing all domestic and international travel for the School. Arranges travel for faculty, staff, students, and visitors, including airfare, lodging, ground transportation, and conference registration. Prepares and submits required pre-travel authorizations in accordance with university policy. Processes travel expense reports and reimbursements in UFGO and monitors transactions to ensure timely payment and compliance with applicable guidelines.
PCard Administration
Serves as a departmental PCard holder and processes authorized purchases on behalf of employees who do not possess a PCard. Reconciles PCard transactions in UFGO in compliance with university policies and procedures. Reviews transactions for accuracy, completeness, and required documentation; resolves discrepancies in coordination with the PCard team.
Travel Training and Resource Development
Develops and maintains procedural guides related to travel operations. Provides training and guidance to faculty and staff regarding university travel procedures and PCard requirements. Serves as a primary departmental resource for travel and PCard-related inquiries. Participates in university training to remain current on financial policies and procedural updates.
Procurement and Disbursements Support
Serves as backup support for procurement and disbursement functions. Reviews purchase requests for appropriate funding and allocability. Initiates and monitors purchase order requisitions in MyUF Market. Communicates with vendors to obtain quotes, documentation, refunds, and resolve payment issues. Assists with vendor payments, journal entries, and maintenance of required vendor documentation as needed.
Policy Compliance and Professional Development
Maintains current knowledge of university financial policies and ensures departmental fiscal activities align with university directives and procedures.
EXPECTED SALARY:
$40,000-50,000 annually, commensurate with education and experience.
REQUIRED QUALIFICATIONS:
High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.
PREFERRED
Education & Experience:
Minimum 1-year experience with fiscal functions, especially travel (UFGO)
Knowledge:
Knowledge of UF Finance and travel procedures
Skills:
- Proficiency with PeopleSoft, UFGO and myUFMarket
- Demonstrated proficiency with communication skills (verbal and written)
- Excellent customer service and interpersonal skills
Abilities:
- Ability to be detail-oriented and accurate with work assignments
- Ability to research services, supplies, equipment, and pricing
- Ability to plan, organize, and coordinate work assignments
- Ability to work independently and efficiently with minimum supervision and personal initiative
- Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
- Demonstrated ability to handle multiple projects or tasks simultaneously
- Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
SPECIAL INSTRUCTIONS TO APPLICANTS:
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.
HEALTH ASSESSMENT REQUIRED: No
ADVERTISED:
27 Mar 2026 Eastern Daylight Time
APPLICATIONS CLOSE:
12 Apr 2026 Eastern Daylight Time
See all 115+ Administrative Assistant at University of Florida jobs
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Get Access To All JobsTips for Finding Administrative Assistant Jobs at University of Florida Jobs
Target department-level postings directly
University of Florida hires Administrative Assistants across dozens of colleges and research units, each posting independently. Search UF's Careers at UF portal filtered by job family rather than waiting for centralized listings, which often surface slower.
Align your credentials with Florida's classification standards
UF uses a structured job classification system that ties education and experience to pay bands. Review the USPS and TEAMS staff classification criteria before applying so your resume reflects the specific terminology UF's HR evaluators use.
Clarify your OPT timeline with the hiring department
Administrative roles at UF often run on semester or fiscal-year hiring cycles. If you're on F-1 OPT, confirm your authorization end date aligns with the department's onboarding window so H-1B sponsorship paperwork can begin before your status expires.
Ask about the PERM process during final interviews
UF sponsors eligible staff for Green Cards through PERM, but the process requires a formal recruitment audit. Once you receive an offer, ask HR whether the position has been evaluated for permanent residence sponsorship eligibility before your start date.
Use Migrate Mate to identify open Administrative Assistant roles at UF
Filter by employer and visa type to find UF postings that match your authorization status. Migrate Mate surfaces sponsorship-confirmed listings so you can prioritize applications where the hiring process is already immigration-aware.
Prepare your visa documents before UF's E-Verify step
UF participates in E-Verify, so employment eligibility verification happens immediately after onboarding. Have your I-94, visa stamp, and work authorization documents organized and current before your first day to avoid delays in system processing.
Administrative Assistant at University of Florida jobs are hiring across the US. Find yours.
Find Administrative Assistant at University of Florida JobsFrequently Asked Questions
Does University of Florida sponsor H-1B visas for Administrative Assistants?
Yes, University of Florida sponsors H-1B visas for Administrative Assistant positions, though sponsorship is typically extended to roles that meet the specialty occupation standard, meaning the position requires at least a bachelor's degree in a specific field. UF's international staffing team works with departments to evaluate eligibility, so it's worth confirming with the hiring department early in the process whether the specific role qualifies.
How do I apply for Administrative Assistant jobs at University of Florida?
Applications go through UF's official employment portal, Careers at UF, where positions are posted by department. Create a profile, attach your resume tailored to UF's TEAMS or USPS classification language, and submit through the portal. You can also browse sponsorship-confirmed UF listings on Migrate Mate to identify open roles where the hiring team is already familiar with visa sponsorship workflows.
Which visa types does University of Florida commonly use for Administrative Assistant roles?
UF sponsors a range of visa types for Administrative Assistants, including H-1B, E-3 for Australian nationals, TN for Canadian and Mexican nationals, and J-1 for exchange visitors. For longer-term employees, UF also pursues EB-2 and EB-3 immigrant visa categories through PERM labor certification. F-1 OPT and CPT are also utilized for students transitioning into staff roles after graduation.
What qualifications does University of Florida expect for Administrative Assistant positions?
Most Administrative Assistant roles at UF require a high school diploma or equivalent, with preference given to candidates holding an associate or bachelor's degree for positions in research or academic departments. Proficiency in systems like PeopleSoft, Workday, or UF's internal procurement tools is frequently listed. For visa sponsorship purposes, roles requiring a bachelor's degree in a specific field carry a stronger case for H-1B classification.
How do I understand the visa sponsorship timeline for an Administrative Assistant role at UF?
Once UF HR confirms a position qualifies for sponsorship, USCIS processing timelines apply. Standard H-1B adjudication can take three to six months, while premium processing through USCIS reduces that to roughly 15 business days. For PERM-based Green Card sponsorship, the DOL audit and filing process typically adds one to two years on top of USCIS petition timelines, so early coordination with UF's international HR team matters.
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