Administrative Assistant II/III

Inside Higher Ed; Gainesville (FL); On-site; USD 27,552 - 35,817; Full time

Job summary

A higher education institution located in Gainesville is seeking an Administrative Assistant II/III to provide comprehensive administrative support. The role involves managing schedules, coordinating meetings, and ensuring effective communication within the department. Ideal candidates will have a high school diploma and relevant experience, with strong organizational and communication skills favored. Competitive salary range available based on qualifications.

Qualifications

• Four years of relevant experience for Level II or seven years for Level III.
• Administrative/clerical experience working with administrators.

Responsibilities

• Provide administrative support to the Associate Dean for Research.
• Coordinate meetings and manage calendars.
• Handle travel arrangements and reporting compliance.

Skills

Microsoft Office

Communication skills

Organizational skills

Team player

Education

High school diploma or equivalent

Job description

Join to apply for the Administrative Assistant II/III role at Inside Higher Ed

Job No: 536926

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 19010600 - EG-RESEARCH

Overview

Classification Title: Administrative Assistant II/III

Responsibilities

Administrative/Clerical support to the Associate Dean for Research and Innovation in the College of Engineering; maintains calendar and makes appointments, establishes priorities for the Associate Dean's calendar, screens and routes all incoming calls and mail for the Associate Dean, handles items not requiring the Associate Dean's personal attention or response. When the Associate Dean is absent, informs him/her of urgent messages, visits, correspondence or concerns. Coordinates meetings including time, location, parking, travel for outside visitors, including luncheons and dinners. Develops, compiles and/or organizes required materials; assists the Associate Dean in fulfilling responsibilities as research administrator, and keeps him/her informed of status and progress of ongoing activities. Maintains information management to meet deadlines; maintains records and files for the Associate Dean including committees and organizations (on-campus, industrial and national) of which he/she is chair or active member. Maintains a computerized contact and address database, coordinates mailing of correspondence and mass mailings. Coordinates all travel arrangements for the Associate Dean, including research travel; secures hotel, airline, rental cars, conference registrations, travel authorization requests, itineraries, materials and travel reimbursements. Coordinates reporting compliance of all centers and institutes in the College of Engineering including annual updates; maintains files, submits updates, and assists in preparing responses. Oversees internal competitions for limited proposal submissions and maintains related InfoReady sites; ensures proposals are submitted, reviewed, and approved; provides user support, tracks submission data, and suggests process improvements. Assists with managing student seating for Engineering departments and AI Lab reservations across multiple buildings, including policy updates as needed. Coordinates meetings, communications and tasks related to the ADRI\'s research activities. Cross-trains with other Dean\'s Office staff to support coverage during absences or peak workloads, including front office reception and phone coverage.

Expected Salary: Level II $20.00-$23.00/hour; Level III $23.00-$26.00/hr (commensurate with qualifications and experience)

Minimum Requirements

Level II: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Level III: High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications

• Be a team player and willing to coordinate workload/office coverage with others team members.
• Possess at least four years of administrative/clerical experience working with administrators.
• Possess excellent administrative/clerical skills, including proficiency in Microsoft Office applications like Word, Excel, and Outlook.
• Ability to use own judgment in decision making without input from supervisor.
• Ability to perform assigned tasks without supervision.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively both verbally and in writing.
• Ability to handle telephone calls in a courteous and professional manner.
• Ability to compose routine correspondence.
• Ability to establish and maintain effective working relations with others.
• Ability to organize files and other records.
• Knowledge of office procedures, grammar usage and basic math.
• Ability to function under highly stressful circumstances.

Special Instructions To Applicants

In order to be considered for this position, applicant must upload a cover letter and resume with application.

This position is eligible for veteran\'s preference. If you are claiming veteran\'s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran\'s Preference Page for more specific information.

Valid driver\'s license required.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is re-posted, current applicants need not reapply.

Application Details

To apply, visit https://explore.jobs.ufl.edu/en-us/job/536926

Our Commitment: The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

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