Administrative Assistant I

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Are you a people-person with a passion for organization and top-tier customer service? University of Florida Advancement is seeking a dynamic Facilities Management Assistant to be the welcoming face of Emerson Alumni Hall. In this pivotal role, you will manage front desk operations and ensure every visitor experiences the Gold Standard in hospitality.

From handling calls and greeting guests to supporting events and maintaining smooth day-to-day operations, this role is at the heart of a vibrant, fast-paced environment. If you thrive on multitasking, have a keen eye for detail, and enjoy being a go-to person who keeps everything running seamlessly—this is the role for you!

Reception/Customer Service

• Serve as the first point of contact for all constituents of Emerson Alumni Hall and UF Advancement buildings.
• Receive visitors and/or staff members, ascertain their needs and direct them accordingly.
• Exemplify the Gold Standard by creating a professional and hospitable environment with a focus on exceptional customer service. 
• Answer, screen and forward all incoming calls to appropriate staff and assisting with follow up as needed.
• Coordinate inventory, pricing, ordering, distribution, and billing of all office supplies for Advancement.
• Coordinate requests for guest reserved parking in UF Advancement parking spaces.
• Coordinate internal room reservation requests and bookings with event staff.
• Coordinate all FedEx, UPS and other carrier pickup and deliveries as well as maintain supplies for shipping.
• Coordinate with Events staff on delivery/pickups for events held in Emerson Alumni Hall.

Facilities & Events Administrative Support

• Manage lobby operations: lights, unlocking doors, reporting any safety and code compliance issues, closing operations, clean up inspections and coffee bar operation.
• Assist Event Managers with contract routing, billing, invoicing, etc.
• Oversee Emerson Alumni Hall’s first floor cleanliness and other issues that require building services staff.
• Assist Facilities Management team with spreadsheets, TrackIt Management, special reports, and other clerical duties as needed.
• Assist Facilities Management team with scheduling of vendors, contractors, setting up meetings.

Perform related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position.

$34,000-$38,000; commensurate with education and experience. 

Exceptional Benefits We Offer

• Affordable State Health Plans: Medical, Dental, and Vision Insurance
• Comprehensive Coverage: Life and Disability Insurance
• Secure Retirement Options: Generous plans to safeguard your future
• Inclusive Paid Time Off: Including 11 paid holidays, as well as family, sick, and vacation leave
• Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn learning, and more
• Tuition Assistance: Benefit from the UF Employee Education Program
• PSLF Eligibility: We are a Public Service Loan Forgiveness Eligible Employer

The University of Florida offers a competitive benefits package. Click here to learn more. 

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

The ideal candidate will possess:

• Strong business acumen.
• Attention to detail, a customer service-oriented attitude, and discretion and judgment in working with highly confidential information are necessary for success in this position.
• Demonstrated project management experience in a multi-operational and multi-disciplinary environment.
• Competency in problem solving. 
• The ability to conceptualize, develop and utilize innovative materials and resources.
• Strong organizational skills, ability to meet deadlines, ability to work independently and problem-solving capabilities.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
• A commitment to and support for workplace inclusion in all its forms; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
• Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms. Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.  

In order to be considered, you must upload your cover letter, resume and three references. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Work visa sponsorship is not available for this position.