Administrative Assistant III

 
  • University of Florida
  • United States
  • Jun 7, 2024
Full Time - Continuing

Job Description:

Classification Title:

Administrative Assistant III

Job Description:

The Department of Physiology and Functional Genomics is seeking an Administrative Assistant III to provide administrative assistance in support of Department Chair, the faculty, Administrative Director and staff and serve as a resource in a variety of administrative areas as listed below.

Chair, Faculty and Department Administrator Support

• Provide administrative support for the department chair, including telephone calls and in-person contact, completing scheduling polls, drafting letters of recommendation, updating CV and NIH biosketch. Assist the Chair as needed with preparations for presentations, grant submissions and related paperwork, journal manuscripts, and oral presentations. Manage and arrange chair’s business travel in compliance with department and university policies and procedures from inception of the departmental travel request to obtaining all necessary documentation for reimbursement and submitting it to the appropriate department personnel in a timely manner.

• Manage the calendar and meetings for the department chair and department administrator.

• Meetings, presentations and events, other programs/activities: coordinate and make arrangements for meetings or events, prepare agendas, take minutes and disseminate the minutes as needed; gather information, research and prep materials for meetings or presentations; make arrangements for various interviews and meetings scheduling related to research, recruitment, or various programs or projects. This will include scheduling of faculty meetings, graduate education meetings and research committee meetings.

• Work with the search committee members in putting together complex itineraries for faculty candidates (in person or by Zoom), coordinate candidates’ presentations in seminars, ensure the smooth transition throughout the scheduled interviews, provide excellent customer service to the faculty candidates.

• Assist faculty with tenure and promotion packets completion and OPT submissions.

Miscellaneous

• Coordinate the seminars; send out seminar announcements.

• Print posters for poster presentations.

• Make occasional hotel and/or travel arrangements and reservations for guests and faculty recruitments.

• Provide clerical assistance to research administrator and accountant during high volume periods.

• Serve as a back-up for: purchases; use a P-Card as needed; may process reimbursements.

• Manage the volunteer approval processes for the department.

  • Attend appropriate training workshops as needed in order to keep current on rules and

regulations relating to the essential functions of the job.

Administration Support

• Assist visitors to the department, providing excellent customer to guests to ensure a welcoming environment.

• Conference room: serve as the point person for managing the scheduling of the conference rooms for the department; schedule and post conference room reservations; set up conference room; set up TV monitor and Zoom for meetings as needed; ensure that conference room is clean and set up for meetings.

• Office Supplies: ensure office supply cabinets are organized. Check office supply inventory and notify fiscal team of needed replenishment.

• Distribute the daily mail and packets.

Perform other duties as assigned.

Expected Salary:

$24.90 - $27.29/hr

Minimum Requirements:

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

Preferred Qualifications:

Advanced skills with Microsoft Office (Outlook, Word, Excel, PowerPoint). Excellent written and verbal communication skills. Strong organizational skills with high attention to detail. Provide excellent customer service to internal and external stakeholders. Prioritize multiple tasks, work under pressure with shifting priorities to meet deadlines. Be self-directed and work with minimal oversight. Collaborate in team environment, convey positive work ethic, maintain diplomatic and respectful interactions with individuals at all levels and backgrounds. Maintain confidentiality and use discretion when dealing with sensitive issues and information.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, the contact information for three professional references and your resume.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This is a time limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No