| Job Description: |
UF Online, the University of Florida’s fully online undergraduate program, provides high-quality, flexible, and affordable pathways to earn a UF degree. Committed to academic excellence and student success, UF Online serves thousands of students statewide, nationally, and internationally. Recognized as a top-ranked online degree program, UF Online continues to grow its impact through innovative program development, comprehensive student support, and forward-thinking operational practices.
Reporting to the UF Online Director, this position offers comprehensive administrative, operational, and project support to the UF Online Director and team. The ideal candidate is a proactive, detail-oriented, and resourceful professional who excels in a dynamic, fast-paced environment. This role demands a creative problem solver with strong organizational and communication skills, a growth mindset, and the ability to effectively manage multiple priorities within limited resources. A collaborative, team-oriented approach coupled with a “no task is too small or too large” attitude is essential, demonstrating a commitment to a culture of operational excellence and humility, embodying servant leadership principles by supporting colleagues with empathy, integrity, and accountability, while fostering continuous improvement and innovation.
Opportunity:
Office Administration, Operations & Team Coordination
Serve as liaison with the public, university departments, and external partners. Maintain UF Online supply inventory, equipment, and mail services. Coordinate travel, manage calendars, approve payroll, and review time entries. Maintain documentation including standard operating procedures and internal sites. Ensure workspaces remain orderly, functional, and aligned with UF Online’s operational standards. Cross-train to ensure business continuity, including managing shared email boxes. Assist with managing inventory of promotional items and fulfillment of requests. Supervise, train, and evaluate student assistants as needed to support daily office functions, setting priorities, delegating responsibilities, and managing timelines for office operations.
Administrative & Executive Support
Provide comprehensive support to the UF Online Director, including confidential tasks. Schedule meetings, draft communications, and prepare reports and presentations. Prioritize daily office functions to maintain workflow. Support HR activities such as handling confidential records and data entry. Prepare meeting materials, maintain agendas, and take minutes. Contribute to UF Online’s high-performance culture through initiative, coaching, and collaboration.
Event Planning & Special Projects
Lead and support planning of key UF Online events, including on-campus events to promote program reputation and professional development. Coordinate coordination for travel, meetings, and special projects. Assist with projects assigned by the Director and leadership, including ad hoc needs. Promote a positive, solutions-oriented workplace aligned with UF Online’s culture of operational excellence.
Communication & Information Management
Manage listservs and serve as a point of contact for internal and external communications. Edit and maintain content for the UF Online website and support content development for social media platforms. Foster efficient information sharing using cloud collaboration tools, shared drives, calendars, and directories. Maintain accurate records, prepare internal updates, and distribute meeting documentation.
Budget & Fiscal Administration
Make purchases with a PCard and reconcile expenditures using Excel budget workbooks. Support the annual budget planning process and assist with financial documentation and reporting. Approve and verify financial entries when required.
Data Management & Analysis
Compile and analyze operational and administrative data to support leadership decisions. Maintain digital and physical records, ensuring accuracy and confidentiality. Provide insights and recommendations for process improvements using data tools. Ensure alignment with UF and UF Online data protocols.
Other Duties
Perform other duties as assigned to support the mission and strategic priorities of UF Online. These may include participation in university-wide initiatives, task forces, or committees; support of special projects; assistance with accreditation or compliance efforts; and providing coverage or cross-functional collaboration as needed. Flexibility, initiative, and responsiveness are essential to maintaining the ongoing effectiveness and innovation of UF Online.
|
| Preferred: |
- Bachelor’s degree with at least two years of relevant professional experience, preferably with demonstrated experience in administrative support, office coordination, or operational roles
- Strong verbal and written communication skills, with the ability to communicate clearly and professionally across diverse audiences.
- Proven ability to manage multiple priorities effectively in a fast-paced, deadline-driven environment.
- Experience with budget tracking, purchasing processes (including PCard use), and financial reconciliation.
- Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and familiarity with collaboration and project management tools such as Salesforce, Asana, Microsoft Lists, Zoom, and Adobe Creative Cloud
- Ability to manage confidential information with discretion and maintain a high level of professionalism and integrity.
- Demonstrated skills in problem-solving, critical thinking, and process improvement.
- Experience coordinating events, meetings, and travel logistics.
- Ability to work independently with minimal supervision, demonstrating initiative and an ownership mentality.
- Servant leadership approach with humility, strong teamwork, and a collaborative mindset
- Experience working in or with online education programs is preferred but not required.
- Responsive and adaptable to changing priorities and emerging needs within a dynamic organizational environment.
- Ability to work both independently and collaboratively, demonstrating initiative, adaptability, and attention to detail.
- Commitment to operational excellence, student-centered service, and expanding access to engaging academic experiences for online learners.
|