Administrative Assistant III

UF ECE Ambassadors; Gainesville (FL); On-site; USD 32,000 - 36,000; Full time

Job summary

UF ECE Ambassadors in Gainesville, FL seeks an Administrative Assistant III to support the Associate Dean and the Dean's Office. You will coordinate office operations, manage calendars, handle communications, and serve as the first point of contact for students, faculty, and staff.

You will oversee programs, track deadlines, prepare agendas and certificates, assist with travel arrangements, and help organize events and award ceremonies.

Qualifications

• High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
• Must exercise confidentiality with sensitive information or data.
• Excellent communication and customer service skills are required.
• Ability to organize files and coordinate work assignments.

Responsibilities

• Assists the Associate Dean in the overall operation of the office and coordinates relations with offices and staff.
• Maintains the calendar of recurring reports, projects and deadlines to help staff anticipate time commitments.
• Receives, sorts and reviews communications and directs items to the appropriate person.
• Serves as the first-face to the office, directing guests and handling inquiries professionally.
• Coordinates events, including commencements and ceremonies, and prepares agendas and certificates.

Job description

Classification Minimum Requirements

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

Classification Title

Administrative Assistant III

Job Description

Assists the Associate Dean in the overall operation of the office, performing a variety of administrative duties requiring a comprehensive knowledge of the policies and procedures of the Herbert Wertheim College of Engineering and the University of Florida. Assists in coordinating the overall relations of the Associate Dean’s office with the offices and staff in Undergraduate Student Affairs and the departments in the Herbert Wertheim College of Engineering. Assists the Associate Dean in fulfillment of their responsibilities as an administrator, keeping them informed of the status and progress of on‑going activities, and serves as the designated representative in follow‑up matters where authority has been delegated. Acts as liaison to faculty, staff, and students, relaying directives of the Associate Dean on matters pertaining to office operations, policies, and procedures.

Organizes and manages the work of the Associate Dean’s office which includes overseeing the operation and completion of daily activities; setting priorities to efficiently handle the workload and to meet deadlines. Analyzes the needs of Associate Dean’s office in terms of equipment, workflow, and materials, and implements appropriate systems. Receives, sorts, and reviews all incoming communications to the Office of the Associate Dean and determines the appropriate person to handle each item. Provides responses to telephone requests (some are of a detailed or confidential nature) not requiring the involvement of the Associate Dean. Supervises maintenance of general office files and annual disposition of archival file materials. Coordinates action items for the Associate Dean which includes being responsible for tracking and following up on all pending items. Maintains the calendar of recurring reports, projects and various deadlines required of the Herbert Wertheim College of Engineering and the Office for Undergraduate Student Affairs to help administrative staff anticipate deadlines and time commitments.

Serves as manager of the reception area in Associate Dean’s office space. As the "first-face" to the office, must receive and direct guests in a courteous and professional manner to the appropriate office. Collaborates closely with other executive staff in the Dean’s office suite. Responds to inquiries from the general public and University administrators. Responsible for maintaining and securing confidential correspondence. Determines those matters that should be handled by other appropriate persons.

Coordinates major Student Affairs events and meetings. Secure space for events, manage RSVPs, secure catering and decor, process event‑related invoices using appropriate funding source, setup/breakdown events, provide onsite event assistance. Coordinate volunteers from 12 departments for fall, summer, and spring university wide commencements in addition to spring College recognition ceremonies. Serve as point of contact for recognition ceremonies, fielding questions from and guiding graduate candidates, parents, faculty, and staff volunteers. Oversee and direct Engineering Ambassadors in assisting with events. Update volunteer roles and disseminate info. Secure photography, music, and ASL interpreting services. Order faculty regalia and maintain Order of the Engineer inventory, ordering supplies as needed. Order awards for annual Awards Ceremony. Prepare scripts for biannual Order of the Engineer events, spring doctoral and bachelor’s recognition ceremonies, annual Awards Ceremony, and other events, as needed; prepare and coordinate with Development for program printing. Prepare agendas and certificates, as required. Meet with commencement student speakers to prepare them to give commencement speeches.

Coordinates College scholarship and awards programs, including the Undergraduate Scholarship Program, Latin American-Caribbean Scholarships, Gator Engineering Attribute Awards, and ad hoc scholarships and awards. Coordinates annual preparation of application form, receipt of completed applications, preparation of applications for review, announcement of recipients, and notification of award sent to recipients. Acts as liaison for students with inquiries regarding applying for scholarships; sends reminders to students of deadlines and procedures. Independently generates new deadlines each year. Serves as the contact for all inquiries related to scholarships and awards.

Reviews and clears Associate Dean’s office work schedule daily to assure continuing and prompt responses to inquiries and assignments and that his/her schedule runs efficiently. Coordinates travel (state, national, and international) for the Associate Dean, which includes inputting travel authorization requests and associated documentation, creating and submitting expense report, and ensuring correct reimbursement amount is disbursed. Preparing extensive itineraries (flights, confirmation numbers, directions, etc.), vouchers for reimbursement of travel expenses, change orders, and Foundation reimbursement requests may be required.

Drafts replies by forms, letters, and email for a variety of routine, confidential, complex, and sensitive inquiries. Responds to various report requests which may be confidential in nature. When necessary, research background that is helpful for the Associate Dean in various meetings. Assists the Associate Dean with reference material for speeches and organizes presentations as necessary. Assists the Undergraduate Student Affairs staff in preparing correspondence to and certificates for students when needed.

Coordinates confidential matters and special assignments as assigned by the Associate Dean, compiling necessary data to obtain the required information. Responds to inquiries from the general public and University administrators. Responsible for maintaining and securing confidential correspondence. Provides support, as reasonable, for any of the associate deans when their assistants are on leave.

Cross‑trains with other Dean's Office staff in the Herbert Wertheim College of Engineering to provide general front office reception and phone coverage during absences or times of heavy workload.

Expected Salary

$23.00-$26.00 per hour; commensurate with education and experience

Required Qualifications

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

Preferred

• Must exercise confidentiality with sensitive information or data


• 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 clearly and 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.


• Ability to interact cordially with co-workers to accomplish common tasks.


• Strong desire and experience in serving undergraduate students is preferred.

Excellent Communication And Customer Service Skills Required.

Ability to work with frequent interruptions is required.

Health Assessment Required

No