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Administrative Assistant III

Work type: Staff Full-Time

Categories: Office/Administrative/Fiscal Support

Department: 17220100 - BA-UPO BUSINESS OFFICE

Classification Title:

Administrative Assistant III

Job Description:

About the Heavener School of Business:

One of the nation’s top-ranked undergraduate public business schools, theHeavener School of Business (https://warrington.ufl.edu/about/heavener/) offersbachelor’s degrees in Finance, General Studies, Information Systems, Management, and Marketing to more than 4,500 students. The four pillars that drive the Heavener School of Business are Academics, Career Development, International Studies, and Leadership. With this foundation, Heavener graduates are prepared to build exceptional careers and lead lives of purpose.

About the University of Florida:

TheUniversity of Florida (https://www.ufl.edu/) is a major research institution that is leading the way by harnessing the power of artificial intelligence (AI), leveraging the brightest minds, and educating the next generation of leaders to solve some of the world’s most formidable challenges. UF is ranked the #1 Public University by the Wall Street Journal and 6th of Public National Universities by U.S. News and World Report.

Key Functions and Responsibilities Include but are not limited to:

+ Serve as the principal assistant to the Assistant Dean and Director, including managing calendar, assisting with meeting preparation and follow-up, including detailed reports.

+ Responsible for day-to-day departmental administrative operations and ensures tasks are completed efficiently and ensures office meets administrative deadlines.

+ Recommends and implements improvements to office administrative processes and policies.

+ Ensures follow-up on requests for materials and serves as central information source.

+ Responsible for regular maintenance of the Assistant Dean email account, forwarding inquiries and responses to the appropriate resources for response.

+ Responsible for coordination of written contact, some of which may be confidential, between the Heavener School of Business and students, faculty, WCB administration, and alumni.

+ Maintain confidential files and handle confidential correspondence such as letters of evaluation.

+ Attend meetings with the director and prepare agendas and meeting materials. Advise the director on office and department activities and serve as the primary contact for departments needing to work with the dean. Works with the director to develop opportunities to engage the office that foster team building and collaborates with the event planner for said events.

+ Serve as the main HSB scholarship coordinator, which includes disseminating marketing information, scholarship selection, serving as the liaison with Student Financial Affairs, monitoring and responding to scholarship emails, monthly meetings with the Warrington College of Business Development team, and supporting the Finance Manager in tracking new scholarship funds and reviewing fund balances for allocation.

+ Responsible for reviewing the weekly gift reports for Heavener which include tracking and logging incoming/new funds, and generating donor thank you notes.

+ Responsible for the student assistant and peer advisor hiring and termination process.

+ Responsible for processing semesterly GEB 2015 and GEB 4941 and GEB 4930 instructor payment stipends.

+ Assist with candidate interview logistics and needs.

+ Support all new hire onboarding procedures and follow-ups (name tag, cards, phone, supplies, IT equipment and requests, security roles, etc).

+ Manage and track all office equipment (PC’s, phone, laptop, tech equipment).

+ Assist with office and space management.

+ Serve as the backup manager for the Lenel monitoring system.

+ Participate in WCB/HSB committees as requested.

Work Schedule:

+ Monday to Friday, 8:00am to 5:00pm. Some flexibility in start and end times available.

Ready to Explore the Opportunity and Apply?

Employment benefits (https://hr.ufl.edu/benefits/) at the University of Florida include comprehensive health insurance benefits, retirement options, a generouspaid leave plan (https://hr.ufl.edu/leave/) , and anemployee education program to support your professional development (https://hr.ufl.edu/professional-development/eep/) .

Expected Salary:

$21.55 to $23.94 hourly commensurate with experience.

Minimum Requirements:

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

Preferred Qualifications:

Bachelor’s degree and four years of relevant full-time professional experience.

Knowledge of administrative and office management principles and practices

Proficiency with computers and basic software applications (MS Outlook, Word, Excel, PowerPoint, TEAMS), Adobe Acrobat, Zoom, UF Concur

Strong planning, organization, and communication skills (verbal and written)

Ability to prepare, proof, and edit correspondence and administrative reports

Strong ability to plan, organize, and coordinate workflow in a timely and effective manner

Strong attention to prioritization, detail, and follow-up

Strong ability to show initiative and take on lead role for assigned projects

Understand and apply applicable rules, regulations, policies, and procedures and communicate same to others

Handle multiple projects or tasks simultaneously

Ability to work as part of a team in a multi-cultural environment

Special Instructions to Applicants:

For full consideration,submit your application by 04/06 at 11:59pmwith the following required documents:

+ Cover Letter

+ Resume

+ List of references for at least three (3) professional contacts including email and phone number

If an accommodation due to a disability is needed to apply for this position, please call (352) 392-4621 or the Florida Relay System at (800) 955-8771 (TDD).

The University of Florida is a member of the State University System of Florida and an Equal Opportunity Employer. All qualified applicants will receive consideration for employment based on merit. University of Florida is a public institution and subject to all requirements under Florida Sunshine and Public Records laws. Searches are conducted in accordance with Florida's Sunshine Law.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required:No

Advertised: 11 Mar 2025 Eastern Daylight Time

Applications close: 01 Jun 2025 Eastern Daylight Time