| Job Description: |
This position serves as the front desk receptionist for the Office of the Vice President for Business Affairs, ensuring smooth operations and professional office representation. Responsibilities include answering phone lines, routing calls, taking messages, and addressing routine inquiries. The role also involves greeting and assisting visitors in a welcoming and professional manner, receiving, distributing, and managing mail and correspondence, and managing the conference room schedule while handling requests for its use. Additionally, ensures that common areas remain consistently neat, clean, and well-maintained. The position requires preparing accurate correspondence, presentations, reports, and other documents, including researching, gathering, compiling, and analyzing data as needed. This position is also responsible for purchasing office supplies and ensuring the break room and copy room are adequately stocked.
Provides calendar assistance for Business Affairs staff and serves as the backup to the Executive Assistant for the VP calendar scheduling. Responsible for organizing and assembling meeting materials in advance of meetings.
This position provides support for several committees under the Office of the Vice President for Business Affairs. The role will coordinate with Office of the Provost to assist with committees including appointing nominees, maintaining roster, and sending letters and process VP response letters for each committee. Additionally, serves as the backup to the Executive Assistant for the Vice President’s Liaison Assistant (VPLA) on the UF Board of Trustees (BOT) Committee. Responsibilities may include scheduling and attending meetings and compiling and preparing meeting materials.
Responsible for a variety of special projects and tasks as assigned
Serves as the Building Coordinator for Tigert Hall, responsible for placing Work Management orders for any suite or common area issues and serving as a co-lead Tigert Building Emergency Coordinator (BEC). This role completes the annual Space Inventory for Business Affairs, maintains the tangible personal property inventory, and distributes and keeps records of access keys. Additional duties include assigning exterior electronic Lenel access, monitoring surveillance cameras at Tigert Hall, and serving as a backup Department Security Administrator and Directory Coordinator for the Office of the Vice President.
Coordinates travel arrangements for Business Affairs staff, including making reservations, preparing detailed itineraries with flights, confirmation numbers, and directions, submitting travel authorizations, processing travel expense reports, and handling reimbursement requests.
This position is not eligible for remote work. Work hours Monday-Friday, 8:00 a.m.-5:00 p.m.; 40 hours a week with occasional extended hours required to respond to time sensitive projects and initiatives.
A background will be conducted.
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| Preferred Qualifications: |
Communication: Ability to communicate effectively, both verbally and in writing, and interpret administrative policies and procedures across diverse fields.
Technical Skills: Strong knowledge of administrative software, including Microsoft Outlook, Word, Excel, PowerPoint, and Visio; experience with UFGO, PeopleSoft, and MyUF Market.
Research & Analysis: Proven ability to research, consolidate, and analyze information from various sources.
Customer Service: Passion for delivering exceptional customer service with a positive and personable attitude.
Organization & Time Management: Strong attention to detail, organizational skills, and superior time management.
Professionalism: Ability to establish and maintain effective working relationships internally and externally, while demonstrating professionalism and flexibility.
Decision-Making: Ability to handle problems and make decisions independently.
Administrative Knowledge: Understanding of administrative principles, office procedures, and effective communication techniques.
University Knowledge: Familiarity with the University of Florida’s organization, functions, rules, regulations, policies, and procedures.
Work Style: Ability to work independently, plan, organize, and coordinate assignments effectively.
Experience: Prior experience in a large, complex organization or academic institution.
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