Executive Assistant I

Classification Title:

Executive Assistant I

Classification Minimum Requirements:

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

Job Description:

Perform support in managing reporting information for the executive. Responsible for managing, interpreting and maintaining quality of information in spreadsheets, databases and other web based tools of proposal, agreement, award and expenditure information.

Assist with collecting the documents and information that is responsive to audits, inquiries, FOIA requests, Sunshine Law and other information requests.

Provides administrative assistance to the executive, including responsibilities as described below: Maintain the Director’s calendar. Schedule appointments. Coordinates a wide variety of projects, such as events, conferences, and meetings, and follows through with officials and individuals within and outside the university on behalf of the executive. Schedule the meeting location and ensure that the meeting room has the appropriate equipment needed.

Plan and make travel arrangements. Prepare and process travel forms for travel authorization, transportation, meeting registration, lodging, meals and travel reimbursement; making airline, car rental, and hotel reservations and meeting arrangements; and ensuring that tickets received from travel agents are consistent with traveler’s request. Maintain travel files and makes routine reports as required for the Business Office.

Provides administrative assistance to the Associate and Assistant Directors of the Division of Sponsored Programs.

Responsible for PCard reconciliation. Ensure all PCard charges are in compliance with University regulations and that receipts including all required information are submitted within three days. Confirm correct ChartField is being charged and ensure charges are approved within fifteen days. Run PCard Paid Charges Aging Report and attach supporting documentation to vouchers. Assist in resolution of disputes between cardholder and vendor.

Create, edit, format and finalize flow charts, letters, reports, tables and documents as directed.

Responsible for updating and maintaining the DSP website including generation of web-enabled forms.

Assist with special duties as assigned by the Assistant Vice President, Division of Sponsored Programs’ Office.

Expected Salary:

Commensurate with Education and Experience.

Required Qualifications:

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

Preferred:

• Bachelor’s degree.
• Experience executing travel and spend within University of Florida’s administrative systems.
• Knowledge of research administration including policy statements, OMB circulars and the processes to apply for and accept extramural funding.
• Analytical and problem solving skills.
• Effective verbal and written communication skills.
• Excellent interpersonal skills.
• Knowledge of computers and relevant computer programs including MicroSoft Word, Excel, PowerPoint, Visio, Outlook, Adobe Professional and web editors.
• Ability to use and maintain databases and web-sites.
• Ability to work independently with minimum supervision and function as a member of a team.
• Ability to plan, organize, prioritize and coordinate work assignments.
• Ability to exercise initiative.
• Ability to manage work flow and processes.

Special Instructions to Applicants:

• In order to be considered, applicants must provide a cover letter, resume, and list of

professional references.

• Application must be submitted by 11:55 p.m. (ET) of the posting end date.
• This is not a remote position and is located on the University of Florida main campus in

Gainesville, FL.

• A criminal background check is required.
• Work visa sponsorship is not available for this position.

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.

Health Assessment Required:

No