Administrative Assistant III

Inside Higher Ed; Gainesville (FL); On-site; USD 33,062 - 35,817; Full time

Benefits offered by this job

Comprehensive benefits package

Paid leave

Retirement plans

Job summary

A leading educational institution in Gainesville, FL is seeking an experienced Administrative Assistant III. This role involves providing advanced administrative support to the Associate Deans, managing academic operations, and coordinating various college activities. The ideal candidate has at least seven years of relevant experience and proficiency in Microsoft Office. This position offers a competitive salary and comprehensive benefits package.

Qualifications

• Must have seven years of relevant experience or equivalent education.
• Knowledge of academic and administrative policies is preferred.
• Proficient in organizing and coordinating multiple assignments independently.

Responsibilities

• Coordinate scholarships, awards, and events for the college.
• Support academic operations and maintain policies related to graduate programs.
• Serve as a liaison to faculty, staff, and students.

Skills

Microsoft Office proficiency

Strong written and verbal communication

Organizational skills

Ability to maintain confidentiality

Education

High school diploma or equivalent

Tools

PeopleSoft

Job description

Job Details

Job No: 536924

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Department: 16010000 - LS-DEANS OFFICE

Base pay range: $24.00/hr - $26.00/hr

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

Overview

The College of Liberal Arts and Sciences (CLAS) Dean's Office is seeking an experienced Administrative Assistant III to provide advanced administrative support to the Associate Deans. This role requires initiative, strong organizational skills, and the ability to work independently in a fast-paced academic environment. The Administrative Assistant III will support graduate and academic administration across the college, manage faculty activity reporting and awards, and serve as a central liaison to department chairs, graduate coordinators, faculty, staff, and students.

Responsibilities

• Coordinate graduate scholarships, awards, and events for the College, including communications, reporting, and logistics.
• Support graduate academic operations, including admissions processes, policy updates, and graduate program communications.
• Maintain current policies, procedures, and directives related to graduate academic programs (evaluations, admissions, certificates, drop/add).
• Coordinate faculty activity reporting, sustained performance evaluations, and other college-level academic reviews.
• Answer inquiries from department chairs, graduate coordinators, staff, and graduate students.
• Serve as the College Grade Coordinator and assign departmental grade coordinators across CLAS.
• Provide administrative support for the Associate Deans, including managing projects, award and scholarship administration, supporting standing committees, and coordinating academic programs and initiatives.
• Prepare and maintain shared files and records; schedule and organize meetings; draft and distribute communications; track follow-up actions.
• Act as a liaison with department chairs, program directors, graduate coordinators, faculty, staff, and students.
• Assist the Executive Assistant in supporting the Associate Deans' schedules, correspondence, and priorities.
• Maintain databases, mailing lists, and college records related to faculty and graduate affairs.
• Support daily office functions, including phone, email, and in-person inquiries, ensuring efficient service and information flow.

Qualifications

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

Preferred:

• Proficiency with Microsoft Office (Excel, Word, etc.) and PeopleSoft.
• Knowledge of UF academic and administrative policies and procedures.
• Strong written and verbal communication skills.
• Ability to plan, organize, and coordinate multiple assignments independently.
• Professional demeanor when working with faculty, staff, students, and administrators.
• Ability to maintain confidentiality and handle sensitive information in compliance with FERPA and UF policy.

Special Instructions To Applicants

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references. 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. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Benefits and Eligibility

This is a TEAMS position—UF's designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about TEAMS benefits here.

Health and Legal

Health Assessment Required: No.

Our Commitment: The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. For accommodations due to a disability, contact appropriate UF resources.

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