Executive Assistant I

University of Florida•Gainesville, FL

5d•Onsite

About The Position

The Executive Assistant I supports the executive by managing reporting information and maintaining the quality of proposal, agreement, award, and expenditure information in spreadsheets, databases, and web-based tools. The role also assists with collecting documents and information responsive to audits, inquiries, FOIA requests, Sunshine Law requests, and other information requests. The position provides administrative support to the Director and to the Associate and Assistant Directors of the Division of Sponsored Programs. Duties include calendar and meeting coordination, project and event coordination, travel arrangements and travel documentation, and PCard reconciliation. The role also prepares and formats documents and reports, maintains the Division of Sponsored Programs website and web-enabled forms, and performs special duties as assigned by the Assistant Vice President of the Division of Sponsored Programs’ Office. This is an onsite position at the University of Florida main campus in Gainesville, Florida. A criminal background check is required; work visa sponsorship is not available.

Requirements

High school diploma or equivalent and seven years of relevant experience, or an equivalent combination of education and experience.
Applicants must provide a cover letter, resume, and list of professional references.
A criminal background check is required.

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 minimal supervision and function as a team member.
Ability to plan, organize, prioritize, and coordinate work assignments.
Ability to exercise initiative.
Ability to manage workflow and processes.

Responsibilities

Manage reporting information for the executive 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 up with university officials and others on behalf of the executive.
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 travel and meeting reservations; and verify that tickets match traveler 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 charges; verify compliance with University regulations, receipt submission, ChartField accuracy, and timely approvals; run the PCard Paid Charges Aging Report and attach supporting documentation to vouchers; and assist in resolving 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 as assigned by the Assistant Vice President, Division of Sponsored Programs’ Office.