Executive Assistant to Director On-Campus Travel & Compliance

University of Florida; Gainesville (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

On-site campus

Veteran’s preference

Job summary

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.

Responsibilities

• 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.

Skills

Admin experience

Calendar management

Travel planning

PCard reconciliation

Written communication

Interpersonal skills

MS Office Suite

Education

Bachelor’s degree

Tools

Visio

Adobe Acrobat

Web editors

Job description

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.