Administrative Assistant III

University of Florida•Gainesville, FL

4d•Onsite

About The Position

The Center for Arts, Migration, and Entrepreneurship (CAME) connects networks of scholars, artists, creatives, entrepreneurs, and advocates to the engines of creative and cultural economics at the heart of migration. Defining the arts as all forms of cultural production, the center seeks to effectively create new models and power alignments that return value—entrepreneurship—to cultural producers to build more just global futures. Through community-responsive programming, research, and creative production, the center facilitates and extends the innovation, resilience, and ingenuity of diasporic and migratory communities. The College of the Arts is an engine of transformation that generates paradigmatic shifts in the arts and beyond, while nurturing adaptability, innovation, and excellence. We foster an environment where novel creative practice, leading research, and experiential learning thrive. Our students, faculty, and staff interrogate and respond to the ever-changing relationship between technology and the human spirit. We prepare future leaders in artistic professions and creative industries, while developing student capacity for interdisciplinary scholarship that serves and engages local and global communities. The College offers baccalaureate, masters, and doctoral degrees. Approximately 1,600 students are pursuing majors in degrees offered by the College of the Arts under the direction of 150 faculty members in its three accredited schools— the School of Art + Art History, the School of Music, and the School of Theatre + Dance, and in the Center for Arts in Medicine, the Digital Worlds Institute, and the Center for Arts, Migration, and Entrepreneurship. In addition, the college comprises the University Galleries, and the University level of the New World School of the Arts in Miami. The University of Florida is a comprehensive learning institution built on a land grant foundation. We are The Gator Nation, a diverse community dedicated to excellence in education and research and shaping a better future for Florida, the nation and the world. Our mission is to enable our students to lead and influence the next generation and beyond for economic, cultural and societal benefit. UF is a graduate research institution with more than 50,000 students and membership in the prestigious Association of American Universities. Gainesville, which is consistently ranked as one of the nation’s most livable cities, is located midway between the Gulf of Mexico and the Atlantic Ocean. Together, the University and the community comprise the educational, medical and cultural center of North Central Florida.

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.