Administrative Assistant to the Deputy Director

University of Florida; Gainesville (FL); On-site; USD 19,000 - 25,000; Part time

Job summary

The University of Florida in Gainesville is seeking an Administrative Assistant to the Deputy Director. This part-time OPS hourly role supports museum operations, meetings, and cross-department coordination.

You will manage calendars, prepare reports, assist with grant data, and help maintain the museum newsletter. Proficiency in Microsoft Office, strong organization, and discretion are essential in a fast-paced, public university environment.

Qualifications

• High school diploma with some college coursework completed.
• Proficiency in Word, Excel, Outlook, PowerPoint.
• Discretion and confidential data handling.
• Strong organizational and written communication with attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Strong emotional intelligence and adaptability in fast-paced environment.

Responsibilities

• Prepare museum meetings from agendas to notes and room setup.
• Schedule and maintain Directors' and Deputy Directors' calendars.
• Compile information for reports or grant proposals.
• Prepare quarterly reports for the Harn National Council.
• Submit monthly department updates for the Harn Museum newsletter.
• Occasionally attend meetings and report as needed.
• Assist with cross-department coordination and research projects.

Skills

Microsoft Office

Organizational skills

Written communication

Discretion

Multitasking

Time management

Emotional intelligence

Education

High school diploma with some college coursework

Job description

Administrative Assistant to the Deputy Director

Job No: 541398

Work Type: Part Time

Location: Main Campus (Gainesville, FL)

Categories: Libraries/Museums, Office/Administrative/Fiscal Support

Department: 57801600 - HN-SPECIAL PROJECTS

Job Description

Classification Title: OPS Hourly Secretary/Clerk

Classification Minimum Requirements: High school diploma with some college coursework completed.

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.

Expected Salary

$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:No

Applications Close: 02 October 2026

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 all requirements under 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.