Executive Assistant I

University of Florida•Gainesville, FL

2d•Onsite

About The Position

This position provides administrative support and coordination for the Associate Provost and Dean of the Graduate School. Key responsibilities include managing calendars and schedules, coordinating Advisory Council meetings, providing fiscal support, processing travel and expense requests, serving as a liaison for UFGO, managing administrative office support, acting as Graduate School Office Manager, and assisting with research and academic support related to graduate education. The role requires considerable judgment, initiative, and professionalism in dealing with various university constituencies.

Requirements

Bachelor’s degree and three years of relevant experience or an equivalent combination of education and experience.
Ability to operate in a multi-task environment.
Ability to interface with administrators, faculty, staff, and students and maintain confidentiality.
Computer proficiency.
Superior secretarial skills.
Must be articulate in explanation of problems, inventive as to potential solutions, and highly professional in dealing with University of Florida and external constituencies.

Nice To Haves

A bachelor’s degree.
Knowledge of Graduate School rules and regulations.

Responsibilities

Manage calendar and scheduling for the Associate Provost and Dean, including meetings and events with administrators, faculty, staff, and students.
Attend staff meetings, draft, and process staff meeting minutes.
Coordinate Advisory Council meetings, including schedules, locations, and material compilation.
Provide fiscal support, including purchase requests, purchase orders, requisitions, and administrative expenditures.
Schedule and process travel requests, reservations, and reimbursements for the Associate Provost and Dean.
Manage purchases, expense requests, and reconciliation for the Associate Provost and Dean.
Serve as a UFGO liaison/ambassador for the Graduate School.
Provide budget analysis of spending to adjust for future budget needs.
Provide administrative support for the Dean, including greeting visitors, preparing meeting materials, taking minutes, and compiling reports.
Serve as Graduate School Office Manager, coordinating daily administrative tasks, operational infrastructure, technology, supplies, and office needs.
Conduct and complete Space annually.
Coordinate with other support staff to ensure front desk coverage during absences.
Serve as back-up support for other administrative assistants when on leave.
Provide assistance with academic research and literature review on topics related to graduate education.
Assist with the collection of information regarding best practices and processes related to graduate education.
Assist with developing, evaluating, and implementing policies, goals, and objectives.
Operate on own initiative, planning, prioritizing, and maintaining flexibility to meet deadlines.