Executive Assistant II

University of Central Florida • Orlando, FL

13d • $56,030

About The Position

Academic Quality and Compliance: Academic Quality and Compliance within the Office of the Provost focuses on academic quality by maintaining compliance with federal, state, and accreditation requirements. The Office of Academic Quality and Compliance oversees academic policies, academic program review, the creation, modification, and termination of academic programs and courses, textbook affordability, and institutional accreditation. The Opportunity : UCF Academic Quality and Compliance seeks experienced candidates for an Executive Assistant II. The Executive Assistant II provides administrative support and assistance to the daily operations of the Senior Vice Provost of Academic Affairs and the units that comprise Academic Quality and Compliance. This position interacts regularly with all levels of UCF administration, faculty, staff, and students. Additionally, the Executive Assistant assists with planning and execution of administrative functions related to office operations, including travel arrangements, events, and purchasing activities.

Requirements

• Bachelor's or Master's degree and 4+ years of relevant experience, or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6) .
• Applicant must be authorized to work for any U.S. employer, as sponsorship is not available for this position, now or in the future.
• Resume or curriculum vitae .
• Cover letter.

Nice To Haves

• Experience providing executive-level administrative support to senior leaders in a complex organization.
• Demonstrated experience managing complex calendars, travel, and high-volume scheduling with external stakeholders.
• Proficient with Microsoft 365; Workday experience preferred.
• Experience serving as primary point of contact for executives, screening and prioritizing communications.
• High level of discretion and professionalism when handling confidential or sensitive information.
• Strong written and verbal communication skills, with attention to detail and follow-through.
• Experience working in a higher education setting.
• Familiarity with State University System (SUS) of Florida policies and procedures is a plus.
• Ability to manage multiple priorities and shifting deadlines.

Responsibilities

• Manages Outlook calendar for the Sr. Vice Provost.
• Schedules, plans, and maintains all meeting appointments with other university administrators, committees, division/college leadership, and external individuals.
• Prepare for, attend and transcribe meetings as needed.
• Ensures that all meeting-related materials are prepared, and meeting locations are scheduled and confirmed.
• Serve as a delegate for emails to assist the SVP in managing meeting requests and other types of requests.
• Submits travel logistics for conference and meetings on and off campus for SVP. Also assists APQ, OEAS, and OUS units with travel logistics as needed.
• Works with APQ on Academic Program Review scheduling. Ensures important Trustee and BOG meetings are on APQ leader calendars.
• Provides administrative assistance and support related to purchasing (processing requisitions and expense card expense reports, and assets) and assist and liaison with the Human Resources Business Center on HR functions such as, search assistant, on-boarding and off-boarding employees, and Graduate Assistant (GA) contracts.
• Ensures consistent application and execution of university policies and procedures.
• Oversees recording keeping in accordance with university and state policies.
• Assists the Sr. Vice Provost's units with activities, execution of special events, host visitors, and take initiative on managing sensitive and confidential special projects.
• Research and compile information for the Senior Vice Provost and other administrators as needed with limited supervision.
• Submit facilities work orders, serve as asset coordinator and Key Manager Security Access representative.
• Serve as back-up for front desk and conference room 209 requests.
• Perform other duties as assigned.

Benefits

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program
• Paid time off, including annual and sick time off and paid holidays
• Retirement savings options
• Employee discounts, including tickets to many Orlando attractions
• Education assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees