Administrative Assistant to the Deputy Director

University of Florida • Gainesville, FL

2d

About The Position

This position provides administrative support to the Deputy Director and assists with various museum meeting preparations, scheduling, and project-based work. The role involves coordinating cross-departmentally, compiling reports, and handling confidential data. Key skills include strong organization, communication, and financial analysis abilities.

Requirements

• High school diploma with some college coursework completed
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Discretion and appropriate handling of confidential information required
• Strong organizational and excellent in person and written communication skills with attention to detail
• Ability to handle multiples tasks, meet deadlines, and prioritize
• Strong emotional intelligence and flexibility in a fast-paced environment

Nice To Haves

• Flexible schedule preferred, with select evening and weekend work possible occasionally based on museum events.
• Experience in a previous office or administrative workplace

Responsibilities

• Assist with regular museum meeting preparation, including agendas, note-taking, room reservations, calendar appointments, room setup, PowerPoint presentations, and AV assistance.
• Schedule and maintain the Director’s and Deputy Director’s calendars.
• Complete project-based work, such as pulling together information for reports or coordinating information for grant proposals.
• Coordinate cross-departmentally to compile and prepare quarterly reports for the Harn National Council.
• Submit monthly department updates for the Harn Museum newsletter.
• Occasionally attend meetings on behalf of the Director’s Office and report out as needed.
• Perform other duties as assigned, including museum, grant, or policy-related research projects.
• Handle confidential data, including financial, donor, visitor, and museum operations data, with discretion and security.
• Assist with the purchasing of goods and services and budget reconciliation.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED