Administrative Assistant-Associate Provost

University of Tampa; Tampa (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

FREE Tuition

Generous paid leave

Wellness initiatives

Health benefits

Job summary

The University of Tampa is seeking an Administrative Assistant to support the Associate Provosts and handle day-to-day operations in the Office of the Provost. The role includes coordinating meetings, budgets, and events, and assisting with faculty onboarding and development.

Responsibilities include maintaining calendars, updating websites, and ensuring accurate records while interfacing professionally with faculty, staff, and students in a fast-paced environment.

Qualifications

• High school diploma or equivalent, with coursework in office management or bookkeeping.
• Five years of related work experience, preferably in postsecondary education.
• Ability to learn institutional policies and procedures.
• Ability to master Workday and Adobe functionality.

Responsibilities

• Provide administrative support to Associate Provosts, schedule meetings and coordinate events.
• Track and balance departmental budgets, manage funds for stipends and activity pay.
• Maintain calendars, assist with conferences, and update websites/directory info.
• Organize committee meetings, take minutes, and coordinate follow-up tasks.
• Onboard new faculty and assist with faculty development workshops.
• Maintain files and assist with tenure/promotion communications.

Skills

Office management

Bookkeeping

Independence

Attention to detail

Data extraction

Education

Associate's degree or Bachelor's degree

Tools

Workday

Adobe

Job description

R0010794

Tampa

Position Details

The Administrative Assistant will report to the Associate Provost for Academic Affairs and the Associate Provost for Faculty Development & Success in the Office of the Provost. This position will largely be responsible for the day-to-day operations of the office, coordinating appointments and communications, budget tracking, and event coordination.

Responsibilities

• Provide administrative support to the Associate Provosts including maintaining calendars and scheduling and assisting with meetings, conferences, and special events;
• Track and maintain departmental budgets and restricted accounts, correct and/or balance items or accounts;
• Ensure payment and/or transfer of funds to cover stipends and period activity pay;
• Perform office/administrative duties; check figures and forms for accuracy; prepare forms and record for budgets, personnel actions, and other forms; provide policy or procedural information; order office equipment and supplies, and maintain inventory;
• Conduct research, investigate queries, and perform other data-gathering tasks;
• Help onboard new faculty, assist with faculty development workshops, and coordinate with the Office of the Provost for annual contracts;
• Updates websites and coordinates directory information;
• Organize multiple committee meetings, take minutes, and coordinate follow-up tasks;
• Maintains files for each faculty member;
• Assists with communication for tenure and promotion and sabbaticals;
• Maintains general knowledge of university policies and the Faculty Policies and Procedures Handbook;
• Interfaces with faculty, staff and students in a professional manner.

Qualifications

• High school diploma or equivalent, supplemented with course work in office management, bookkeeping, etc.
• Five years of related work experience, preferably in a postsecondary education environment.
• Ability to coordinate resources for major projects and tasks involving multiple entities.
• Ability to learn and apply institutional policies and procedures.
• Ability to work independently with limited direction; must be able to anticipate and meet the needs of this position.
• Attentive to the details of tasks and projects.
• Ability to master Workday and Adobe functionality.
• Ability to manage budgetary functions.
• Ability to extract data from conversation and documents.
• Ability to maintain confidentiality.
• Ability to maintain records and files, archiving materials as necessary.
• Demonstrated ability to work well with diverse individuals and groups in a fast-paced environment.

Preferred Qualifications

• Associate's or Bachelor's degree

Work Schedule

• Monday-Friday, 8:30 a.m. to 5:00 p.m.
• Summer: Monday-Thursday, 8:00 a.m. to 5:30 p.m.
• Evenings and weekends as required

The University Of Tampa Offers Great Benefits To Include

• FREE Tuition
• Generous paid leave
• Wellness initiatives
• 100% Employer-Funded Health Reimbursement Account
• 100% Employer-Paid Short & Long Term Disability Insurance
• 100% Employer-Funded Employee Assistance Program
• Discounted On-Campus Dining Meal Plans
• FREE On-Campus Parking
• FREE Access to Campus Amenities (pool, library, campus events and more)
• Fitness Center
• Pet Insurance
• Flexible Spending Accounts
• And more!

Background Check Requirement

Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.

Additional Information

This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.