Executive Assistant I

University of Florida•Gainesville, FL

1d•Onsite

About The Position

This position provides comprehensive administrative support to the Associate Provost and Dean of the Graduate School, as well as support for general meeting spaces and conference rooms within the Graduate School. The role involves managing calendars, coordinating advisory council meetings, handling fiscal responsibilities including purchase requests and requisitions, processing travel arrangements and reimbursements, and providing general office support. The Executive Assistant will also assist with research and academic support, including literature reviews and data collection on graduate education best practices. The role requires independent initiative, planning, prioritization, and flexibility to meet deadlines, with minimal supervision. The individual must be articulate, inventive, and highly professional in interactions with university and external constituents.

Requirements

Bachelor’s degree and three years of relevant experience or an equivalent combination of education and experience.

Nice To Haves

A bachelor’s degree.
Knowledge of Graduate School rules and regulations.
Superior secretarial skills.
Computer proficiency.
Ability to interface with administrators, faculty, staff, and students and maintain confidentiality.
Ability to operate in a multi-task environment.

Responsibilities

Manage calendar and scheduling for the Associate Provost and Dean of the Graduate School, including meetings and events with various university administrators, faculty, staff, and students.
Determine the appropriateness and timeliness of meeting requests.
Attend staff meetings, draft, and process staff meeting minutes.
Receive and review communications for the Associate Provost and Dean.
Provide administrative support and coordination for the Advisory Council, including scheduling meetings, organizing locations, and ensuring timely distribution of materials.
Handle fiscal responsibilities such as purchase requests, purchase orders, requisitions, and administrative expenditures.
Contribute to the execution of strategic plans and potentially work with financial staff on budgets and financial analyses.
Schedule and process travel requests, reservations, and reimbursements for the Associate Provost and Dean, ensuring compliance with policies.
Manage and support 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.
Greet visitors to the Dean’s administrative suite and handle inquiries or refer them to appropriate staff.
Prepare meeting materials and notices, take meeting minutes, compile data, and prepare reports.
Welcome scheduled guests and escort them for meetings.
Respond to administrative office inquiries using extensive knowledge of university and Graduate School policies and procedures.
Provide administrative support and conduct daily administrative tasks for the Graduate School.
Direct and make recommendations for improvements related to operational infrastructure, including technology and building maintenance.
Coordinate and maintain office spaces, technology, supplies, and staff needs.
Conduct and complete Space annually.
Coordinate with other support staff to ensure phone and front desk coverage during absences.
Serve as backup support for other administrative assistants when on leave.
Assist the Associate Dean and Provost 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.
Complete work assignments independently with minimal instructions and supervision.
Be articulate in explanation of problems, inventive as to potential solutions, and highly professional in dealing with University of Florida and external constituencies.