Administrative Assistant III Position Available In Alachua, Florida

Administrative Assistant

III JOB NO

535476

WORK TYPE:

Staff Full-Time

LOCATION

Main Campus (Gainesville, FL)

CATEGORIES

Office/Administrative/Fiscal Support

DEPARTMENT

60380000 – AG-GLOBAL

FOOD SYSTEMS CLASSIFICATION TITLE

Administrative Assistant

III JOB DESCRIPTION

The Administrative Assistant III will provide daily administrative support to the Associate Vice President and Director of the Global Food Systems Institute (GFSI) in addition to supporting the fiscal and human resources operations of the institute. GFSI affiliates with numerous groups across the University of Florida, national public and private sponsors and collaborators in the US, and international stakeholders. The incumbent will be expected to exercise good professional judgment, act with minimal supervision, anticipate the needs of the Associate Vice President and Director and the unit, and proactively solve problems and/or independently handle issues within the scope of their administrative duties. Administrative Support to Associate Vice President & Director. This includes domestic and international travel arrangements and scheduling meetings, maintaining their calendar, event planning and coordination including securing supplies, liaising with speakers and organizing logistics, maintaining digital collaboration tools (TEAMS and Dropbox), and preparing meeting resources (agendas, slides, and information packets) and notes, and their office supplies. Travel Support for Faculty, Staff and Guests. Assist GFSI faculty, staff, and guests with completing travel requests and expense reports. This includes booking airfare, hotels, ground transportation, completing conference and meeting registrations, and all other travel arrangements. Fiscal Support. Complete all purchasing for the office submitting expense reports and documentation as required by UF and sponsor policies. This includes purchasing for the annual Future of Food Forum, bi-monthly faculty meetings, and other GFSI events and meetings. Member of the GFSI finance team. Provide backup to the Fiscal Assistant II with completing financial transactions. Serve as the Department Contact for assets, completing asset documentation, tagging, and certifications. Serve as the Department Software Licensing Representative. General Institute Support. Maintain supply inventories of office supplies, collect and distribute mail, and collect and compile information for annual reporting purposes. Human Resources Support. Provide human resources support to the Assistant Director and HR Liaison. Assist with talent acquisition and onboarding efforts by communicating with candidates, scheduling interviews and onboarding activities, and preparing information. Serve as the secondary Department Security Administrator, processing employee role requests. Report on employee training compliance and VISA expiration status.

EXPECTED SALARY

$40,000 – $51,000 MINIMUM

REQUIREMENTS

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

PREFERRED QUALIFICATIONS

Experience managing complex calendars and travel arrangements.
Experience supporting an executive-level administrator or leader. Demonstrated ability to anticipate and manage administrator’s needs.
Ability to communicate effectively and professionally in writing and verbally.
Team player able to work in dynamic internationally focused work environment with frequently changing circumstances.
Ability to maintain confidentiality and use discretion when dealing with sensitive issues and information.
Ability to manage multiple projects concurrently, and to remain professional and courteous in the face of tight deadlines and high-profile projects.
Experience with UFGO, Qualtrics, Enterprise Analytics, and/or PeopleSoft.

SPECIAL INSTRUCTIONS TO APPLICANTS

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.

HEALTH ASSESSMENT REQUIRED

No

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10 Apr 2025 Eastern Daylight Time