Executive Assistant I

University of Florida•Gainesville, FL

27d•Onsite

About The Position

Perform support in managing reporting information for the executive. Responsible for managing, interpreting and maintaining quality of information in spreadsheets, databases and other web based tools of proposal, agreement, award and expenditure information. Assist with collecting the documents and information that is responsive to audits, inquiries, FOIA requests, Sunshine Law and other information requests. Provides administrative assistance to the executive, including responsibilities as described below: Maintain the Director’s calendar. Schedule appointments. Coordinates a wide variety of projects, such as events, conferences, and meetings, and follows through with officials and individuals within and outside the university on behalf of the executive. Schedule the meeting location and ensure that the meeting room has the appropriate equipment needed. Plan and make travel arrangements. Prepare and process travel forms for travel authorization, transportation, meeting registration, lodging, meals and travel reimbursement; making airline, car rental, and hotel reservations and meeting arrangements; and ensuring that tickets received from travel agents are consistent with traveler’s request. Maintain travel files and makes routine reports as required for the Business Office. Provides administrative assistance to the Associate and Assistant Directors of the Division of Sponsored Programs. Responsible for PCard reconciliation. Ensure all PCard charges are in compliance with University regulations and that receipts including all required information are submitted within three days. Confirm correct ChartField is being charged and ensure charges are approved within fifteen days. Run PCard Paid Charges Aging Report and attach supporting documentation to vouchers. Assist in resolution of disputes between cardholder and vendor. Create, edit, format and finalize flow charts, letters, reports, tables and documents as directed. Responsible for updating and maintaining the DSP website including generation of web-enabled forms. Assist with special duties as assigned by the Assistant Vice President, Division of Sponsored Programs’ Office.

Requirements

High school diploma or equivalent and seven years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Bachelor’s degree.
Experience executing travel and spend within University of Florida’s administrative systems.
Knowledge of research administration including policy statements, OMB circulars and the processes to apply for and accept extramural funding.
Analytical and problem solving skills.
Effective verbal and written communication skills.
Excellent interpersonal skills.
Knowledge of computers and relevant computer programs including MicroSoft Word, Excel, Powerpoint, Visio, Outlook, Adobe Professional and web editors.
Ability to use and maintain databases and web-sites.
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 work flow and processes.

Responsibilities

Manage reporting information for the executive, including managing, interpreting, and maintaining quality of information in spreadsheets, databases, and other web-based tools for proposal, agreement, award, and expenditure information.
Assist with collecting documents and information responsive to audits, inquiries, FOIA requests, Sunshine Law, and other information requests.
Maintain the Director's calendar and schedule appointments.
Coordinate a wide variety of projects, such as events, conferences, and meetings, and follow through with officials and individuals within and outside the university on behalf of the executive.
Schedule meeting locations and ensure appropriate equipment is available.
Plan and make travel arrangements, including preparing and processing travel forms, making reservations, and ensuring accuracy of travel agent tickets.
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, ensuring compliance with University regulations, timely submission of receipts, correct ChartField charging, and timely approval of charges.
Run PCard Paid Charges Aging Report and attach supporting documentation to vouchers.
Assist in resolving disputes between cardholders and vendors.
Create, edit, format, and finalize flow charts, letters, reports, tables, and documents.
Update and maintain the DSP website, including generating web-enabled forms.
Assist with special duties as assigned by the Assistant Vice President, Division of Sponsored Programs’ Office.