Administrative Assistant III

University of Florida•Gainesville, FL

2d•Onsite

About The Position

The Center for Arts, Migration, and Entrepreneurship (CAME) is seeking an Administrative Assistant III to process business administration transactions, including fiscal, travel, and HR. This role will support Center initiatives and sponsored project activities by managing purchasing, hiring/payment requests, and travel arrangements. The Administrative Assistant III will also support personnel in completing academic certification and effort reporting, and assist project leaders and the Project Manager with administrative processes for sponsored projects. A key responsibility is to liaise with the College’s centralized business office to ensure timely and compliant transactions. The position will also handle daily administrative and operational needs, such as office supplies, mail, equipment maintenance, and asset inventory. Additionally, the role involves assisting with the development and maintenance of policy documentation, providing administrative support for Center meetings, and coordinating Center events, community initiatives, and academic activities. The Administrative Assistant III will serve as a point of contact for scheduling the Center’s conference room, interface with campus units and external partners, and manage general Center communications, including the Center email and calendar. This role is the first point of contact for general inquiries and will support the Center Director and Associate Director with various administrative tasks, including email and calendar management, scheduling, and correspondence. The position will also assist with the development and distribution of promotional content and support courtesy faculty recruitment and appointments.

Requirements

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

Nice To Haves

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.
3 or more years of experience providing administrative support in a fast-paced professional environment.
3 or more years of experience providing administrative support to community-based projects or activities.
1 or more years of experience providing administrative support in a publicly or privately funded project-based environment.
Evidence of success in effective communications with people from a variety of backgrounds and perspectives.
Evidence of success in problem solving and critical thinking skills.
Evidence of high capacity for attention to detail
Evidence of skill in designing and facilitating administrative work that advances curiosity, respect, open intellectual discourse, and the welcome incorporation and well-being of all in an environment of complex differences.

Responsibilities

Process business administration transactions required to implement the work of the Center for Arts, Migration, and Entrepreneurship (CAME).
Process fiscal, travel and HR transactions in support of Center initiatives and sponsored project activities, including purchasing, hiring/payment requests, and travel arrangements for center personnel.
Support personnel to ensure the completion of academic certification activities and effort reporting.
Assist project leaders and the Project Manager with purchasing, expense tracking, reporting and other administrative processes related to sponsored projects as needed.
Liaise with the College’s centralized business office subject matter experts to ensure that all business transactions are completed in a timely manner and in compliance with UF and College of the Arts policies.
Execute daily Center administrative and operational needs, attending to office supplies, mail, copier/printer, other equipment and furniture.
Coordinate asset inventory, tracking and reporting; and assist with space allocation.
Assist with developing and maintaining documentation on relevant policies and procedures in an organized and accessible manner.
Attend Center meetings as requested to provide administrative support including creating meeting agendas, communicating timelines and reminders about Center activities and following up to ensure completion of deadlines as requested.
Assist with or coordinate (depending on need and level) Center events, community initiatives and academic activities to advance center’s mission, including but not limited to conferences, symposia, panel discussions and creative performances.
Serve as a point of contact for scheduling the Center’s conference room.
Interface regularly with campus units, external partners and stakeholders to foster relationships, support event planning logistics and program execution.
Support general communications for the Center, managing the Center email and calendar.
Serve as the first point of contact for general inquiries from faculty, staff, students, the public and other stakeholders.
Provide general Center information or direct requests to the appropriate area in a timely manner.
Support the Center Director with email and calendar management, triaging and prioritizing messages, scheduling appointments, sending reminders and tracking follow-up correspondence.
Facilitate Center correspondence and manage scheduling for the Associate Director (when applicable), the Maker-in-Residence, and Principal Investigators as related to center operations and project activities.
Assist the Project Manager and the Marketing and Communications Specialist with the development and distribution of promotional content for the Center and its initiatives via the website, email newsletter, social media and other channels in alignment with brand standards for CAME and the College of the Arts.
Assist with managing courtesy faculty recruitment and appointments; research funding awards; and other courtesy faculty engagement activities.