University of Florida
Administrative Assistant III
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Administrative Assistant III
Administrative Assistant III
Classification Minimum Requirements
High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Key Responsibilities
Calendar and Scheduling Support
- Manage and maintain the Director’s calendar, including scheduling meetings with:
- Faculty
- Staff
- University offices
- External partners
- Coordinate meeting logistics and communicate scheduling updates as needed
- Monitor schedules and bring potential conflicts or issues to the Director’s attention
- Assist with travel arrangements and related logistics
Meeting Coordination and Follow-Up
- Schedule meetings and coordinate:
- Agendas
- Materials
- Logistics
- Prepare background materials and briefing information as requested
- Maintain records of action items and assist with follow-up on outstanding requests
- Coordinate distribution of meeting materials and related communications
Communication and Administrative Support
- Draft routine correspondence and communications for review by the Director
- Monitor incoming requests to ensure timely responses
- Route inquiries, documents, and requests to the appropriate individuals or offices
- Assist with:
- Document preparation
- Signatures
- Administrative workflows
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Administrative Support for Director-Led Activities
- Assist with preparation and organization of:
- Reports
- Presentations
- Supporting materials
- Coordinate logistics for:
- Committees
- Faculty searches
- Recurring meetings
- Maintain:
- Files
- Records
- Reference materials
- Assist with organizing information related to:
- Strategic planning
- Annual reporting activities
Visitor and Event Support
- Coordinate logistics for visits involving:
- Faculty candidates
- Collaborators
- Donors
- University partners
- Assist with planning and implementation of events involving the Director
- Ensure visitors and events are organized and professionally managed
Project and Administrative Tracking
- Maintain simple systems to track:
- Key deadlines
- Action items
- Recurring activities
- Help monitor progress on administrative tasks and bring outstanding items to the Director’s attention
- Maintain:
- Calendars
- Reminders for recurring reports, meetings, and annual activities
Expected Salary
Salary will be commensurate with experience and education.
Required Qualifications
- High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
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Preferred Qualifications
- 2+ years of administrative or executive support experience, preferably supporting senior leadership
- Advanced proficiency in Microsoft Office Suite:
- Outlook
- Excel
- PowerPoint
- Experience managing complex calendars, coordinating meetings, and handling travel arrangements
- Strong written and verbal communication skills, with experience drafting professional correspondence
- Demonstrated ability to handle confidential information with discretion and professionalism
- Experience preparing reports, presentations, or briefing materials
- Strong organizational skills with the ability to:
- Prioritize tasks
- Manage multiple deadlines
- Customer service mindset with the ability to interact effectively with:
- Internal stakeholders
- External stakeholders
Special Instructions To Applicants
In order to be considered, you must:
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Upload your cover letter and resume.
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Submit an application by 11:55 p.m. (ET) of the posting end date.
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This position is eligible for Veteran’s preference. If claiming Veteran’s preference, upload a copy of your DD 214 Member Copy 4 with your application. Refer to Veteran's Preference Page for more details.
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Health Assessment Required: No
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