Executive Assistant I

University of Florida•Gainesville, FL

3d•Onsite

About The Position

The Executive Assistant I supports executive operations by managing reporting information and maintaining the quality of proposal, agreement, award, and expenditure information in spreadsheets, databases, and web-based tools. The position assists with collecting documents and information responsive to audits, inquiries, FOIA requests, Sunshine Law requests, and other information requests. The role provides administrative support to the Director and to the Associate and Assistant Directors of the Division of Sponsored Programs. Duties include managing the Director’s calendar; scheduling appointments and meetings; coordinating projects, events, and conferences; arranging meeting locations and equipment; and following up with university and external contacts on the executive’s behalf. The position plans and arranges travel, prepares and processes related forms and reimbursements, makes travel and meeting reservations, checks tickets against traveler requests, maintains travel files, and prepares routine reports for the Business Office. It also reconciles PCard transactions, checks compliance and supporting documentation, verifies ChartFields and approvals, runs aging reports, attaches documentation to vouchers, and helps resolve cardholder-vendor disputes. Additional responsibilities include creating and finalizing documents and visual materials, maintaining the Division of Sponsored Programs website and web-enabled forms, and completing special duties assigned by the Assistant Vice President, Division of Sponsored Programs’ Office. The position is based on the University of Florida main campus in Gainesville and is not remote.

Requirements

High school diploma or equivalent and seven years of relevant experience, or an equivalent combination of education and experience.
Provide a cover letter, resume, and list of professional references with the application.
Submit the application by 11:55 p.m. Eastern Time on the posting end date.
A criminal background check is required.
Work visa sponsorship is not available.

Nice To Haves

Bachelor’s degree.
Experience executing travel and spend within University of Florida administrative systems.
Knowledge of research administration, including policy statements, OMB circulars, and processes for applying for and accepting extramural funding.
Analytical and problem-solving skills.
Effective verbal and written communication skills.
Excellent interpersonal skills.
Knowledge of computers and relevant programs, including Microsoft Word, Excel, PowerPoint, Visio, Outlook, Adobe Professional, and web editors.
Ability to use and maintain databases and websites.
Ability to work independently with minimum supervision and function as a member of a team.
Ability to plan, organize, prioritize, and coordinate work assignments.
Ability to exercise initiative.
Ability to manage workflow and processes.

Responsibilities

Manage, interpret, and maintain the quality of proposal, agreement, award, and expenditure information in spreadsheets, databases, and web-based tools.
Assist in collecting documents and information responsive to audits, inquiries, FOIA requests, Sunshine Law requests, and other information requests.
Maintain the Director’s calendar and schedule appointments.
Coordinate projects, events, conferences, and meetings, and follow through with university and external contacts on the executive’s behalf.
Schedule meeting locations and ensure meeting rooms have appropriate equipment.
Plan and make travel arrangements; prepare and process travel authorization, transportation, registration, lodging, meal, and reimbursement forms.
Make airline, car rental, hotel, and meeting reservations, and verify tickets against travelers’ requests.
Maintain travel files and prepare routine reports for the Business Office.
Provide administrative assistance to the Associate and Assistant Directors of the Division of Sponsored Programs.
Reconcile PCard transactions; ensure compliance with University regulations and timely submission of receipts and approvals; verify ChartFields; run the PCard Paid Charges Aging Report; attach supporting documentation to vouchers; and assist with cardholder-vendor disputes.
Create, edit, format, and finalize flow charts, letters, reports, tables, and other documents as directed.
Update and maintain the Division of Sponsored Programs website, including generating web-enabled forms.
Perform special duties assigned by the Assistant Vice President, Division of Sponsored Programs’ Office.