Administrative Assistant to the Deputy Director

University Of Florida; Gainesville (FL); On-site; USD 18,000 - 23,000; Part time

Job summary

University of Florida is seeking an Administrative Assistant to support the Deputy Director at the Harn Museum on Main Campus (Gainesville, FL). The role is a temp part-time position requiring strong Microsoft Office skills, discretion with confidential information, and excellent written and in-person communication.

Responsibilities include coordinating meetings, maintaining calendars, preparing reports and grant materials, and drafting department updates for newsletters.

Qualifications

• High school diploma with some college coursework completed.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and written communication skills with attention to detail.
• Ability to handle multiple tasks, meet deadlines, and prioritize.

Responsibilities

• Assist with regular museum meeting preparation from agendas to note taking, room reservations to calendar appointments and room setup, PowerPoint presentations to AV assistance, and cross-department coordination.
• Schedule and maintain Director's and Deputy Director's calendars.
• Prepare project-based information for reports, grant proposals, or reviews for leadership.
• Coordinate quarterly reports for the Harn National Council and submit monthly department updates for the Harn Museum newsletter.
• Attend meetings on behalf of the Director's Office when needed and report outcomes.
• Handle confidential data with discretion and support budgeting or purchasing duties as required.

Skills

Discretion & confidentiality

Communication skills

Organizational skills

Multitasking

Education

High school diploma with some college coursework completed

Tools

Microsoft Office Suite

Job description

Administrative Assistant to the Deputy Director

Job no: 541398
Work type: Temp Part-Time
Location: Main Campus (Gainesville, FL)
Categories: Libraries/Museums, Office/Administrative/Fiscal Support
Department: 57801600 - HN-SPECIAL PROJECTS

Classification Title:

OPS Hourly Secretary/Clerk

High school diploma with some college coursework completed.

Job Description:

KEY RESPONSIBILITIES:

• Assist with regular museum meeting preparation (especially full staff and special project meetings) from agendas to note taking, room reservations to calendar appointments and room set up, PowerPoint presentations to AV assistance, and any other cross departmental coordination required
• Schedule and maintain Director's calendar and Deputy Director's calendar under guidance of the Deputy Director
• Able to complete project-based work that may include one-off scenarios, such as pulling together information for a report for the review of leadership or requesting and coordinating information to be included in grant proposals or reports
• Coordinate cross departmentally to compile and prepare quarterly reports for the Harn National Council
• Submit monthly department updates for the Harn Museum newsletter
• Occasionally attend meetings on behalf of the Director's Office and share report out as needed
• Comfortable with other duties as assigned, and some independent work that may include museum, grant, or policy related research projects to name a few

ADDITIONAL RESPONSIBILITIES:

• Confidential Data Handing: This position requires discretion and the maintenance of secure handling of confidential data, including but not limited to financial, donor, visitor, and museum operations data.
• Key Skillset: Strong organizational skills and the ability to prioritize while managing administrative tasks for multiple projects at one time is critical to success in this role. Professional demeanor and strong communication both in person and in writing are key.
• Financial Duties: Ability to analyze a budget and comfort with financial processes (or delving into learning more about financial processes) to assist with the purchasing of goods and services and budget reconciliation when requested.

$15.00 per hour

Required Qualifications:

• High school diploma with some college coursework completed
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Discretion and appropriate handling of confidential information required
• Strong organizational and excellent in person and written communication skills with attention to detail
• Ability to handle multiples tasks, meet deadlines, and prioritize
• Strong emotional intelligence and flexibility in a fast-paced environment

Preferred:

• Flexible schedule preferred, with select evening and weekend work possible occasionally based on museum events.
• Experience in a previous office or administrative workplace

Health Assessment Required:

Health Assessment Required: No

Advertised: 18 Sep 2026 Eastern Daylight Time
Applications close: 02 Oct 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.

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