Job no: 523200
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:11010000 - RE-VP FOR RESEARCH

Classification Title:

Administrative Support AST III

Job Description:

The Administrative Support Assistant III will function with a high level of responsibility within the UF Research Vice President’s Office. This position will provide support to the Assistant Vice Presidents for Strategic Initiatives and Research Development. The individual must possess the ability to prioritize tasks and work with various demands of their time. The incumbent must be a team player, have at least five years of administrative experience, and be proficient in Microsoft Office applications including Word, Excel, and Outlook.

Provides administrative support to the Assistant Vice Presidents (AVPs) for Strategic Initiatives and Research Program Development; maintains calendars and makes appointments, establishes priorities for the AVP’s calendar, as appropriate; screens and routes all incoming calls and mail for the AVP, handles those items not requiring the AVPs personal attention of response. In the absence of the AVPs, keeps them apprised of messages, visits, correspondence or concerns which must be handled urgently. Coordinates meetings including time, location, parking arrangements, travel for outside visitors, including luncheon and dinner meetings. Develops, compiles and/or organizes any required materials, as needed; assists the AVPs in fulfillment of their responsibilities; keeping them informed of the status of and progress of on-going activities. Responsible for information management to ensure required deadlines are met. Maintains records and files for the AVP’s including various organizations or committees (on-campus, industrial and national). Maintains a computerized contact and address database, coordinates mailing of correspondence and mass mailings.

Coordinates all travel arrangements for the AVPs; secures hotel and airline reservations, rental cars, required meeting/conference registrations, travel authorization requests, itineraries, meeting and conference presentation materials and travel reimbursement requests.

Prepares responses on institutional issues, materials for meetings, presentations, speeches, reports, lists, and questionnaires, as appropriate. Must be able to exercise prudent judgment and initiative in performing assigned tasks and responsibilities. Reviews draft materials and letters of support prepared by others, checking for correct grammar, punctuation, format and accuracy. Therefore, must be knowledgeable of correct spelling, punctuation and grammar usage including standard format and styles of letters and business forms. Must maintain a high degree of confidentiality and accuracy. Maintains sensitive and confidential materials that are received and/or developed.

Sorts, reviews and distributes incoming mail for the AVPs. Provides back-up information as necessary. Ensures that confidential and sensitive mail is handled with a high level of confidentiality and sensitivity. Coordinates the action items for the AVPs, which includes being responsible for tracking and following up on all pending items.

Reconciles Purchasing Card (PCard) transactions by inputting/verifying Chartfields and account numbers for each expense and making sure the appropriate paperwork is obtained to provide to the approver. Input appropriate Chartfields and account numbers for each expense.

Functions on own initiative, which includes planning, prioritizing and flexibility with schedule to perform a variety of administrative functions to meet deadlines. Incumbent is expected to complete work assignments independently with minimal instructions and supervision. Must be articulate in explanation of problems, inventive as to potential solutions and highly professional in dealing with University of Florida and external constituencies. Operates a variety of standard office equipment including computer, telephone, fax, color printer, and scanner.

The Research Opportunity Seed Fund grant program targets interdisciplinary, faculty-initiated research initiatives with potential for extramural support and supports new projects and/or new collaborative partnerships. Employee arranges meetings, schedules the meeting location, and ensures that the meeting room has the appropriate equipment needed

Responsible for maintaining and ordering all office supplies, letterhead, envelopes, and supplies for office equipment.

Advertised Salary:

Commensurate with education and experience

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:Ability to use own judgment in decision making without input from supervisor.
Ability to perform assigned tasks without supervision.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively both verbally and in writing.
Ability to handle telephone calls in a courteous and professional manner.
Ability to compose routine correspondence.
Ability to establish and maintain effective working relations with others.
Ability to organize files and other records.
Knowledge of office procedures, grammar usage and basic math.
Ability to work in a team oriented environment.
Ability to function under highly stressful circumstances.
Ability to interact cordially with co-workers to accomplish common tasks.
Knowledge of Word and Excel.Special Instructions to Applicants:

In order to be considered, applicants must provide a cover letter, resume, and a list of professional references.

A criminal background check is required.

This is not a remote work position, and it is located on the University of Florida main campus in Gainesville, FL.

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

Health Assessment Required:No

Advertised: 12 Sep 2022 Eastern Daylight Time
Applications close: 23 Sep 2022 Eastern Daylight Time