Administrative Assistant to the Deputy Director

University of Florida • Gainesville, FL

3d

About The Position

This position provides administrative support to the Deputy Director and assists with meeting preparation, calendar management, project-based work, and report compilation. The role requires discretion in handling confidential data, strong organizational and communication skills, and comfort with financial processes. Occasional evening and weekend work may be required.

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
• Strong organizational skills
• Excellent in-person and written communication skills with attention to detail
• Ability to handle multiple 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, AV assistance, and cross-departmental coordination.
• Schedule and maintain the Director’s and Deputy Director’s calendars.
• Complete project-based work, such as compiling information for reports or requesting and 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 provide report outs.
• 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.

What This Job Offers

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