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Executive Assistant I

Company: University of Florida
Location: Gainesville
Posted on: November 18, 2020

Job Description:

Executive Assistant I Job no: 515070

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Clerical

Department: 27011500 - HA - VP ADMIN

Classification Title: Executive Assistant I

Job Description: ADMINISTRATIVE SUPPORT, SCHEDULE COORDINATION AND OFFICE MANAGEMENT

Serve as administrative support for three Associate VPs: AVP, Administration; AVP, Research Affairs; AVP, Diversity, Inclusion and Community Engagement as well as general administrative support for office of Health Affairs Administration (3 staff). This responsibility requires interaction with a variety of Health Science Center administrators, faculty, hospital leadership, administrative staff, and university leadership.

Works closely with other senior-level executive assistants within the academic health center and helps to facilitate operational and clerical tasks on behalf of the Associate VPs.

Serves as an available point person on behalf of Health Affairs Administration and ensures completed work is done promptly, and of sufficiently high quality to reflect the standards established by the AVPs.

Coordinates the schedule and time commitments for the Associate VPs and 2 directors by assisting in establishing priorities and making independent decisions regarding time management for calendars. Ensures scheduled meetings have appropriate rooms reserved with necessary infrastructure in place to support the meetings; prepares agendas; records, prepares and distributes meeting minutes as needed.

Position requires the ability/knowledge to assess items, activities, calls, and communications for level of urgency/importance.

Maintains dean travel and leave calendars in Outlook.

Assists in preparation of reports and proposals as requested.

Working independently with Health Science Center colleges and University of Florida contacts, researches and collects the necessary information that serves as a basis for preparing correspondence and responses, many of which involve confidential, complex, and sensitive issues.

FINANCIAL TRANSACTIONS

Responsible for assisting and/or processing financial transactions for the SVPHA Office and selected departments in Health Affairs, in compliance with UF guidelines:

Submits invoices to UF system for payment, compiles documentation, processes transactions in myUFMarketPlace

Prepares purchasing requisitions for selected departments

Reconcile and process Pcard charges for assigned departmental units

Responsible for ordering office supplies.

With Assoc Director, Finance, reconcile monthly ledgers.

Financial responsibilities are completed on time and with minimal oversight.

FACILITIES AND OPERATIONS

Completes annual space survey for SVPHA departments.

Serve as property contact for Office of Health Affairs asset inventory.

(Occurring periodically throughout the year), other responsibilities include:

Process and approve common area space requests

Serve as Identity Management and Gator1 Contact

Work with Facilities Planning & Construction on any renovation projects in which Director is involved, providing chartfield information and approving project requests as needed

Develop working relationship with, and acquire parking passes from, Transportation & Parking Services

Assists with the planning and coordination of events, as needed

Expected Salary: $21.55 - $23.94 per hour

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

Preferred Qualifications: • Knowledge of policies, procedures, and practices of SVPHA Office, HSC, and University

• Ability to operate a personal computer. Proficiency in and use of PeopleSoft, Microsoft Outlook, and Word

• Ability to work independently, organize and prioritize workload. Set priorities and meet deadlines.

• Ability to communicate effectively verbally and in writing.

• Ability to handle telephone calls in a professional, courteous and effective manner.

• Ability to prepare correspondence in correct format.

• Ability to establish and maintain effective working relationships with others.

• Knowledge of effective office procedures

• Ability to function independently

• Ability to track and follow through on numerous projects (as needed)

• Ability to apply problem solving techniques

Special Instructions to Applicants: Please upload the following - CV or Resume, Cover Letter and List of Professional References.

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

The University of Florida is an equal opportunity institution dedicated to building a diverse and inclusive faculty and staff. Hiring is contingent upon eligibility to work in the United States.

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: 09 Nov 2020 Eastern Standard Time

Applications close: 18 Nov 2020 Eastern Standard Time

Keywords: University of Florida, Gainesville , Executive Assistant I, Other , Gainesville, Florida

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