Executive Assistant I

University of Florida; Gainesville (FL); Sur place; USD 45 000 - 65 000; Plein temps

Avantages offerts par ce poste

On-site campus

Veteran’s preference

Résumé du poste

The University of Florida on the Main Campus in Gainesville seeks an experienced administrative professional to support the executive in managing reporting information, audits, and daily operations across proposals, agreements, and expenditures. You will coordinate calendars, arrange travel, prepare travel forms, and assist the Division of Sponsored Programs staff.

Proficiency with MS Office and databases, attention to compliance, and teamwork are essential.

Qualifications

• High school diploma or equivalent with seven years of relevant experience, or equivalent combination.
• Experience supporting an executive and coordinating complex calendars.
• Knowledge of travel, audit preparation, and expenditure processes.

Responsabilités

• Manage reporting information for the executive and maintain quality data in spreadsheets and databases.
• Assist with audits, FOIA requests, Sunshine Law and other information requests.
• Provide administrative support including calendar management and scheduling of events and meetings.
• Plan and arrange travel: travel forms, authorizations, lodging, meals, and reimbursements; coordinate with travel agents.
• Provide administrative support to the Division of Sponsored Programs staff.
• Handle PCard reconciliation and ensure compliance with university regulations.
• Create and finalize flow charts, letters, reports, and other documents.
• Update and maintain the DSP website and generate web-enabled forms.
• Assist with additional duties as assigned by leadership.

Connaissances

Admin experience

Calendar management

Travel planning

PCard reconciliation

Written communication

Interpersonal skills

MS Office Suite

Formation

Bachelor’s degree

Outils

Visio

Adobe Acrobat

Web editors

Description du poste

Job no: 541897
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 11060000 - RE-SPONSORED PROGRAMS

Classification Title

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

Job Description

Perform support in managing reporting information for the executive. Responsible for managing, interpreting and maintaining quality of information in spreadsheets, databases and other web based tools of proposal, agreement, award and expenditure information.

Assist with collecting the documents and information that is responsive to audits, inquiries, FOIA requests, Sunshine Law and other information requests.

Provides administrative assistance to the executive, including responsibilities as described below: Maintain the Director’s calendar. Schedule appointments. Coordinates a wide variety of projects, such as events, conferences, and meetings, and follows through with officials and individuals within and outside the university on behalf of the executive. Schedule the meeting location and ensure that the meeting room has the appropriate equipment needed.

Plan and make travel arrangements. Prepare and process travel forms for travel authorization, transportation, meeting registration, lodging, meals and travel reimbursement; making airline, car rental, and hotel reservations and meeting arrangements; and ensuring that tickets received from travel agents are consistent with traveler’s request. Maintain travel files and makes routine reports as required for the Business Office.

Provides administrative assistance to the Associate and Assistant Directors of the Division of Sponsored Programs.

Responsible for PCard reconciliation. Ensure all PCard charges are in compliance with University regulations and that receipts including all required information are submitted within three days. Confirm correct ChartField is being charged and ensure charges are approved within fifteen days. Run PCard Paid Charges Aging Report and attach supporting documentation to vouchers. Assist in resolution of disputes between cardholder and vendor.

Create, edit, format and finalize flow charts, letters, reports, tables and documents as directed.

Responsible for updating and maintaining the DSP website including generation of web-enabled forms.

Assist with special duties as assigned by the Assistant Vice President, Division of Sponsored Programs’ Office.

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

• Bachelor’s degree.
• Experience executing travel and spend within University of Florida’s administrative systems.
• Knowledge of research administration including policy statements, OMB circulars and the processes to apply for and accept extramural funding.
• Analytical and problem solving skills.
• Effective verbal and written communication skills.
• Excellent interpersonal skills.
• Knowledge of computers and relevant computer programs including MicroSoft Word, Excel, PowerPoint, Visio, Outlook, Adobe Professional and web editors.
• Ability to use and maintain databases and web-sites.
• Ability to work independently with minimum supervision and function as a member of a team.
• Ability to plan, organize, prioritize and coordinate work assignments.
• Ability to exercise initiative.
• Ability to manage work flow and processes.

Additional Job Information

• This is not a remote position and is located on the University of Florida main campus in
• A criminal background check is required.
• Work visa sponsorship is not available for this position.
• 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.

Health Assessment Required

No

Advertised: 02 Nov 2026 Eastern Standard Time
Applications close: 09 Nov 2026 Eastern Standard Time

The University of Florida is an Equal Employment Opportunity Employer.