Administrative Assistant III

Director Support
Under general guidance from supervisor, executes the day-to-day functions in the School Director’s office including the following:

• Assist with managing the Director’s calendar.
• Schedule recurring meetings for the Director, including bi-monthly D/AD, FAC meetings, and monthly faculty meetings.
• Coordinate non-recurring meetings for the Director, such as faculty/staff interviews and required administrative meetings.
• Organize travel arrangements for the Director and handle travel reimbursements for Associate Directors and Assistant Directors.
• Maintain critical office records, including meeting minutes and spreadsheets.
• Coordinate student travel to conferences sponsored by the School.
• Schedule and organize staff interviews for positions under the Director (e.g., HR or IT).
• Print and send thank-you letters to donors.
• Process departmental deposits (excluding ACF rentals).
• Provide support for graduate and undergraduate student events (e.g., fiscal processes, catering, registrations, reservations).
• Collect faculty publications using EndNote.

General Administrative Support
• Act as the primary liaison for handling general inquiries and sorting mail for faculty, staff, and graduate students.
• Analyze office operations, needs, workflow, equipment, and materials.
• Implement orders and maintain the schedule of meeting rooms in Newins-Ziegler Hall.
• Sort FFGS mail and oversee package distribution, forwarding relevant invoices to FFGS fiscal staff.
• Manage the FFGS general email inbox.
• Order office supplies for Newins-Zeigler Hall and coordinate department SWAG (e.g., hats, water bottles, pens) with an outside vendor.
• Schedule all meeting rooms in NZ (135, 203, and 376).
• Assist in coordinating administrative vehicle use and manage keys as needed.
• Handle FFGS parking passes.

Manages Austin Cary Forest Rentals
• Serve as the main point of contact for space rentals at the Austin Cary Learning Center.
• Answer general questions about the facility, billing inquiries, etc., via email and phone calls.
• Initiate invoices and calculate/report tax to the IFAS Budget and Finance Office.
• Provide on-call support for events at the center, accessible 24/7 via cell phone.
• Develops rental rates for available spaces (Conference Room, Classroom, Education Building, Pavilion).
• Liaise with renters (approximately 40 calls/emails per week).
• Send out booking forms, catering/alcohol policies, and gate code emails.
• Ensure the facility is functional and well-maintained for internal and external events.
• Collaborate with IFAS facilities and associated project management.

Other Duties as Assigned/Needed
handle additional tasks as assigned, providing support to the academic support team, fiscal department, HR, Director, or other unanticipated needs.

$19.16 - 21.55

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

Should possess strong organizational skills, the ability to handle multiple tasks simultaneously, and excellent communication abilities to ensure smooth operations and support within the School Director’s office and other related areas.

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

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.