Administrative AST III

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The Administrative Support Assistant serves as the principal assistant to the Assistant Dean and Director, including managing calendar, assisting with meeting preparation and follow-up, including detailed reports. This role involves extensive collaboration with other senior MBA program leaders, including the area leaders for Admissions, Student Experience, and MBA Alumni Involvement. The assistant is responsible for day-to-day departmental administrative operations, ensuring tasks are completed efficiently and administrative deadlines are met. They will recommend and implement improvements to office administrative processes and policies, ensure follow-up on requests for materials, and serve as a central information source. The position requires coordination of written contact, some confidential, between the MBA Program and students, faculty, WCB administration, and alumni, as well as maintaining confidential files and handling confidential correspondence like letters of evaluation. The assistant will attend meetings with the director, prepare agendas and meeting materials, advise the director on office and department activities, and serve as the primary contact for departments needing to work with the dean. They will also work with the director to develop team-building opportunities and serve as the event planner for such events. The Administrative Support Assistant serves as the first point of contact for walk-in and phone inquiries for the MBA program, overseeing the front desk, managing a multi-line phone system, and directing visitor traffic. Responsibilities include opening and closing the MBA Program suite in alignment with hours of operation. The assistant will be cross-trained to accurately and appropriately answer general inquiries related to the units within the program office, serving as a customer service-focused representative of the Admissions team to ensure a high-class experience for constituents. The Administrative Support Assistant collaborates with the team to assist with filing and making copies of correspondence and other printed material. They serve as the primary contact for the Warrington Copy Center, opening, reading, routing, and distributing incoming mail and other materials, and coordinating mail flow. They will sign for packages (UPS/FedEx/etc.) and assist with mailouts for Admissions and packages for student experience team members. The assistant is also responsible for the operation and maintenance of office equipment such as copy machines, microwave, coffee machine, refrigerator, and phone systems. They maintain the office supply inventory, manage orders for staff in compliance with UF policy and procedure, and create processes for managing stock and anticipating supply needs. The role includes handling office maintenance requests and coordinating with the WCB Dean’s office for work orders. Digital support for the MBA program, including office email lists and utilizing Salesforce CRM for accurate data entry for incoming class files, is also a key part of the role. The assistant serves as an editor and reviewer for web-based internal and external content and Salesforce communications. They will collaborate to assist with identifying dates/times/locations for office and student-dean facing events, and when necessary, assist with calendar invites and room reservations. The incumbent may be asked to assist with local hotel arrangements/accommodations and special catering services for on-campus events. Additionally, the Administrative Support Assistant assists the Leadership Team with conducting research and creating industry reports to support the MBA program's progress, innovation, and market position, and may assist in developing or updating PowerPoint presentations for events. Occasional event assistance outside of regular office hours will be arranged in advance. The assistant will also serve as a Marshal for commencement-related activities, and perform other duties as assigned.

Requirements

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

Nice To Haves

Knowledge of administrative and office management principles and practices
Proficiency with computers and basic software applications (Microsoft Outlook, Word, Excel, PowerPoint)
Planning, organization, and communication skills (verbal and written)
Customer service skills
Strong interpersonal skills
Ability to prepare, proof, and edit correspondence and administrative reports
Ability to plan, organize, and coordinate workflow
Ability to understand and apply applicable rules, regulations, policies, and procedures and communicate same to others
Ability to work independently
Ability to function effectively in a fast-paced environment with frequent interruptions
Ability to handle multiple projects or tasks simultaneously
Ability to understand, interpret, and apply rules, regulations, policies, and procedures
Ability to work as part of a team in a multi-cultural environment

Responsibilities

Serve as the principal assistant to the Assistant Dean and Director
Manage calendar for the Assistant Dean and Director
Assist with meeting preparation and follow-up, including detailed reports
Collaborate extensively with other senior MBA program leaders (Admissions, Student Experience, and MBA Alumni Involvement)
Responsible for day-to-day departmental administrative operations
Ensure tasks are completed efficiently and office meets administrative deadlines
Recommend and implement improvements to office administrative processes and policies
Ensure follow-up on requests for materials
Serve as central information source
Coordinate written contact, some of which may be confidential, between MBA Program and students, faculty, WCB administration, and alumni
Maintain confidential files
Handle confidential correspondence such as letters of evaluation
Attend meetings with the director and prepare agendas and meeting materials
Advise the director on office and department activities
Serve as the primary contact for departments needing to work with the dean
Work with the director to develop opportunities to engage the office that foster team building
Serve as the event planner for team building events
Serve as the first point of contact for walk-in and phone inquiries for the MBA program
Oversee the front desk for the program office
Manage a multi-line phone system
Direct visitor traffic
Responsible for the opening and closing of the MBA Program suite in alignment with hours of operation
Be cross-trained to accurately and appropriately answer general inquiries related to the units within the program office
Serve as a representative of the Admissions team, focused on customer service and organization
Collaborate with the team to assist with filing and making copies of correspondence and other printed material
Serve as the primary contact for the Warrington Copy Center
Open, read, route, and distribute incoming mail and other material
Coordinate mail flow in and out of office
Sign for UPS/FedEx/etc. packages
Assist with the coordination of mailouts for Admissions and Fed Ex/UPS packages for student experience team members
Responsible for the operation and maintenance components of office equipment such as copy machines, microwave, coffee machine, refrigerator, and phone systems
Maintain the office supply inventory
Manage orders for staff in compliance with UF policy and procedure
Create a process for managing stock, anticipating supply needs, etc.
Responsible for office maintenance requests
Coordinate with WCB Dean’s office to place and monitor work orders
Maintain digital support for the MBA program including office email lists
Utilize Salesforce CRM to audit and ensure accurate data entry for incoming class files for the entire portfolio of programs
Serve as editor and reviewer for web based internal and external content, in addition to Salesforce communications
Collaborate to assist with identifying dates/times/locations for office and student-dean facing events
Assist with calendar invites, room reservations, etc. when necessary
Assist with local hotel arrangements/accommodations and special catering services for on campus events
Assist the Leadership Team with conducting research and creating industry reports to support the MBA programs progress, innovation, and place in the market
Assist the Leadership Team in the development or updating of PowerPoint presentations for events
Provide occasional event assistance outside of regular office hours (to be arranged in advance)
Serve as a Marshal for commencement related activities
Other duties as assigned