Executive Assistant I Job no: 515070
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
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
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
Maintains dean travel and leave calendars in Outlook.
Assists in preparation of reports and proposals as
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.
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
Responsible for ordering office supplies.
With Assoc Director, Finance, reconcile monthly ledgers.
Financial responsibilities are completed on time and with
FACILITIES AND OPERATIONS
Completes annual space survey for SVPHA departments.
Serve as property contact for Office of Health Affairs asset
(Occurring periodically throughout the year), other
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
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
• 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
• Ability to apply problem solving techniques
Special Instructions to Applicants: Please upload the following
- CV or Resume, Cover Letter and List of Professional
Application must be submitted by 11:55 p.m. (ET) of the posting
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
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