| Job Description: |
POSITION NUMBER: 0041037
UF CLASSIFICATION: Administrative Assistant I
WORKING TITLE: Administrative Assistant
DEPARTMENT: Office of Real Estate 51020000
SUMMARY OF POSITION ROLE/RESPONSIBILITIES:
This position is in the Office of Real Estate (ORE) and will provide preeminent customer service and administrative support for ORE and the University of Florida Development Corporation (UFDC) assisting the Assistant Vice President, the Assistant Director, the Real Estate Operations Manager and working collaboratively with ORE support staff and student interns. The individual must present a professional demeanor and attitude, maintain a high level of confidentiality, and exercise independent and prudent judgement when completing assigned tasks and responsibilities. This is a highly visible position acting as a liaison to the public and the University community which will require a general understanding of UF and UFDC policies and procedures. Duties will include but are not limited to answering phones, greeting visitors, managing calendars, creating letters and memos, maintaining digital files, taking minutes, ordering office supplies, providing support to various research projects and new ORE initiatives, and assisting with a variety of correspondence, documents, and presentations.
ESSENTIAL FUNCTIONS OF THE JOB AND THE PERCENTAGE OF TIME SPENT ON EACH FUNCTION
[Note: in compliance with the Americans With Disabilities Act (ADA), identify essential functions of a job required to be performed with or without reasonable accommodations. Requests for reasonable accommodations to facilitate the performance of essential functions will be given careful consideration.]
Serves as the receptionist for the Office of Real Estate. Responsible for answering phone lines, routing calls, taking messages, handling routine questions, receiving and assisting visitors, receiving and distributing mail, maintaining the conference room and requests for use, managing and ordering office supplies and equipment, and responsible for ensuring common areas of the suite are neat, clean and well maintained. Will accurately prepare correspondence, presentations, reports, and other documents. This includes researching, gathering, compiling, and analyzing data. Must be able to set priorities and meet deadlines. Entering and maintaining leases in the STARS real estate database. This individual must exhibit great flexibility and be able to handle a wide variety of tasks. As information exiting this office is addressed to Board of Trustees members, university presidents, provosts and other dignitaries within the University, state, and community, this individual is responsible for making certain any written communication leaving this office is error-free and edited properly.
Maintains the calendars for the Assistant Vice President (AVP) and Assistant Director for the Office of Real Estate, ensuring optimal use of their time. Organizes/assembles meeting materials for the AVP and Assistant Director so they are well prepared in advance of meeting times. Monitors work schedules and leave requests for ORE, including maintaining all leave on the AVP’s calendar.
Serves as the AVP’s liaison assistant. This includes scheduling and attending meetings, compiling, and preparing meeting material and minutes for meeting.
Responsible for processing payments to vendors, reconciling purchasing card transactions, and acting as Department Security Administrator.
Responsible for various aspects of the asset management of Innovation Square on behalf of the University of Florida Development Corporation, including financial tracking; parking decal distribution; promoting good relationships with the tenants and visitors of the Ayers building. Works closely with the facilities management team to stay up to date on building projects.
Coordinates travel for ORE staff, which includes making reservations, preparing itinerary (flights, confirmation numbers, directions, etc.), submitting travel authorizations and travel expense reports, and process reimbursement requests.
This position is the primary back up for the Real Estate Operations Manager. Responsible for a variety of special projects and tasks as assigned.
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