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Executive Assistant I

University of Florida
Main Campus (Gainesville, FL)
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Job no: 521853
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:18010000 - ED-DN OFFICE

Classification Title:

Executive Assistant I

Job Description:

Provides general clerical and administrative assistance for the Dean (e.g., keep appointment calendar, plan travel, track email workflow, monitor deadlines, professional correspondence with college/university personnel, donors, alumni). Coordinates and oversees proofreading/editing reports/letters/documents for the Dean’s areas, the Office of Educational Research, and the Development and Alumni office.

Manages the workflow associated with special projects such as annual reports, recruitment efforts (particularly, providing hiring support for cluster faculty hires), and special studies related to professional associations and legislative bodies (e.g., review of doctoral programs in colleges of education across the country; studies on impact of graduates). May be responsible for designing and conducting surveys (e.g., Qualtrics), as well as maintaining due dates, deadlines, and delegation of assignments to other personnel. The position will require extensive knowledge of designing and maintaining databases and spreadsheets, and creating reports that include graphic charts, images, and illustrations.

Supervises, oversees, and develops programs for the College, including a college-wide committee task force focusing on sustainability, professional development, and wellness and safety. Maintains supervision of the College’s administrative functions. Assists the schools and departments across the College so the Dean’s Office has an awareness of staff member’s concerns and needs. Monitors the climate of the College and reports to the Dean’s area in order to address concerns in a timely manner.

Coordinates dean’s communications with college news and publication office (e.g., newsletter columns, posts to college-based social media such as Facebook, Twitter, and the college of education’s online community). Coordinates with the Development and Alumni office to assure optimum donor/alumni relations by: Scheduling meetings with alumni/donors for the Dean as needed, coordinating thank-you/follow-up letters/e-mails and telephone calls for the Development and Alumni office and on behalf of the Dean. Foster and develop positive relationships with donors/alumni. Attends and participates in COE events to assist, support and represent the Dean’s Office and College.

Manages executive meeting planning (i.e., scheduling meetings, visits and interviews, including lunch/dinner meetings). Organizes and coordinates college events related to the Dean’s Office and acts as a representative of the Dean’s Office at events. Organizes and coordinates college-wide meetings (for faculty/offices other than the Dean). Attending meetings as needed in COE and on campus.

Collects and analyzes data (e.g., faculty database) to prepare and/or assist with essential reports for internal and external stakeholders.

Advises Dean and other administrators in the unit regarding interpretation, application, and implementation of new or revised regulations, policies, and procedures. Oversees dissemination. Represents the Dean’s Office in the college, and provides feedback to Dean.

Other duties as assigned

Expected Salary:

Salary is commensurate with education and experience.

Minimum Requirements:

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

Must have a valid state of Florida driver's license with a good driving record.

Preferred Qualifications:

Preferred qualifications – A Master’s or Bachelor’s degree in an education or communications-related field and two years of experience working with databases; excellent oral and written communication skills; strong analytic skills, highly organized with attention to details critical in order to coordinate multiple project responsibilities and continual changes. Excellent interpersonal skills and ability to forge positive relationships with multiple diverse constituencies, and consistently positive attitude.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

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.

This position is time-limited and soft-funded.

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

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required:No

Advertised: 03 Jun 2022 Eastern Daylight Time
Applications close: 10 Jun 2022 Eastern Daylight Time

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