Executive Assistant II

University of Florida•Gainesville, FL

5d•$60,000

About The Position

The Levin College of Law is seeking a full-time Executive Assistant to support the Dean, Senior Associate Dean, and other college senior leaders as they continue to raise the profile and stature of the Levin College of Law. This position will work with the Manager of Administrative Services to coordinate all aspects of the Dean’s calendar, communications with the central administration, and the logistics of the Dean’s travel to meet with alumni and other stakeholders. The position will also work with the Senior Associate Dean and Chief of Staff to support other administrative functions of the College of Law, including support related to campus visitors and mandatory reporting.

Requirements

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

Nice To Haves

Bachelors degree
Superior organizational skills
Experience using Microsoft Office Suite--Outlook, Word, Excel, Teams, and Forms
Experience using Zoom, Canvas, and Qualtrics
Experience using UF Travel and PCard systems
Ability to learn new systems and applications quickly
Attention to detail, professionalism, and dependability
Ability to multitask and meet deadlines
Ability to exercise good judgement and think outside the box
Effective communication skills, both verbal and written.

Responsibilities

Works with Manager of Administrative Services to coordinate all aspects of the Dean’s calendar, including calls and meetings with College of Law leadership team members and faculty, University leaders, alumni, legal employers, judges, deans of other law schools, and other stakeholders.
Makes travel arrangements for Dean’s meetings outside of Gainesville and processes the expenses for such travel.
Ensures that Dean has proper materials for all meetings and travel.
Coordinates follow-up tasks from meetings and travel.
Maintains electronic files related to meetings and travel, particularly for activities that occur on an annual or other regular basis.
Acts with integrity; manages and maintains sensitive information related to the dean’s office.
Works with other administrative leaders to support their activities and manage their calendars, including the coordination of logistics for high-profile visitors and Dean’s Office supported events.
Such implementation will include travel logistics and expense processing related to faculty recruitment and visits from academic guests; assistance with reporting required by the American Bar Association, Florida Board of Governors, and U.S. News; coordination of logistics, preparation of agenda, and record-keeping related to faculty meetings and faculty votes; and other preparation of documents, correspondence, spreadsheets, and reports.
Serves as the public contact for the Dean’s Office, greeting visitors and answering inquiries by e-mail, mail, telephone, and in person.
Communicates information about College of Law policies to faculty and staff and answers questions regarding policies or procedures within established guidelines.
Refers students to Office of Students.
Supports the general management of Dean’s offices by maintaining supplies and ensuring a well-organized workspace.
Ensures the Dean is fully prepared for public appearances by coordinating the preparation of remarks; drafts or edits materials as needed and collaborates with others to ensure timely delivery.
The Levin College of Law is rapidly changing and evolving. All staff members are expected to assist with other duties as needed, including duties throughout the entire law school campus.