Job Information
University of Florida Administrative Assistant III in Gainesville, Florida
Administrative Assistant III
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532166&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532166
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 11600100 - RE-ICBR-AUX&HSC
Classification Title:
Administrative Assistant III
Job Description:
Provides administrative support to the Director of ICBR, Associate Director of Science, and Assistant Director of Operations. Assists with Admin’s email, calendars, meetings, and coordinates travel. Drafts correspondence and collects/organizes information for reports. Coordinates special administrative projects, including tracking of letters of support and pilot projects.
Provides project management support for discussions and decision-making. Incumbent organizes and provides necessary information for project management meetings, keeping track of action items, due dates, and follow-up. Runs systems through JIRA and Confluence. Provides reporting based on system management. Receives and maintains confidential information on behalf of the Director of ICBR, Associate Director of Science, and Assistant Director of Operations.
Covers the ICBR reception area. Creates and maintains unit filing systems and workflows for the reception area. Reviews the office supply inventory. Handles front desk coverage including answering phones and directing clients to the appropriate areas, sign for and deliver packages, delivering mail, answering general inquiries, data entry, and other tasks as necessary. Deposits and approves checks and processes credit card payments when needed and maintain training for same.
Serves as an ICBR requisitioner in myUF Marketplace. Adheres to all UF policies regarding purchasing and pcard use. Creates and tracks requisitions for ICBR purchases. Coordinates special orders for ICBR laboratories as needed. Serves as a backup to shopping carts and purchase orders.
Organizes events for both senior staff and ICBR all. Coordinates annual ICBR Strategic Retreat, Champion of the Quarter annual event, and annual ICBR Picnic. Helps coordinate all ICBR external events for vendors. This includes scheduling, room reservations, catering, guest invitations, communication with vendors, securing IT support, agenda preparation, etc.
Schedules all staff meetings, onboarding meetings with new hires, and all ICBR Tours. Maintains the Contact Us and Director listervs. Other miscellaneous duties, as required.
Expected Salary:
$45,000 - $50,000, commensurate with education and experience
Minimum Requirements:
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Preferred Qualifications:
• Interacts on a daily basis with many faculty and staff across campus and around the world, so incumbent must be friendly, professional and courteous at all times. A high degree of tact, diplomacy and customer service is required.
• Proficient with computers and computer software, especially MS Excel, MS Outlook, Powerpoint, and Adobe Acrobat.
• Experience with JIRA and Confluence. • Experience working as an assistant to a director level.
• Excellent communication – verbal and written. Proficient reading and writing skills.
• Demonstrated attention to detail.
• Able to learn new skills and complete required training.
• Able to work in a fast paced environment while maintaining a pleasant demeanor even under adverse circumstances.
• Appropriate training, roles and experience in myUFL pcard and travel modules.
• Experience working in myUF Marketplace.
• Understanding of UF chartfield and other fiscal information, policies, and procedures.
• Ability to organize and coordinate work assignments for assigned position and other positions.
• Ability to organize and maintain records management system; collect and analyze data.
• Ability to learn new systems as required.
• Ability to interface with Vice Presidents, Deans, Directors, Chairs, and Government officials.
• Proficient with office procedures and practices; preparation of correspondence and administrative reports.
• Must be able to work independently to solve problems and meet deadlines, as well as work well with others in a team environment.
• Must be able to manage multiple priorities.
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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Health Assessment Required:No
Advertised: 01 Jul 2024 Eastern Daylight Time
Applications close: 15 Jul 2024 Eastern Daylight Time