Executive Assistant I

Executive Assistant

I JOB NO

539683

WORK TYPE:

Staff Full-Time

LOCATION

Main Campus (Gainesville, FL)

CATEGORIES

Office/Administrative/Fiscal Support, Veteran's Preference Eligible

DEPARTMENT

12010000 - GR-GRAD

SCHOOL OPERATIONS CLASSIFICATION TITLE

Executive Assistant

I CLASSIFICATION MINIMUM REQUIREMENTS

Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.

JOB DESCRIPTION

Calendar and scheduling. Exercises considerable judgment in managing calendar and scheduling for the Associate Provost and Dean of the Graduate School. This includes meetings and events with college and university administrators, faculty, staff, and students. Determines appropriateness and timeliness of meeting requests. Attends staff meetings, drafts and processes staff meeting minutes. Receives and reviews communications for the Associate Provost and Dean. Also provides support to the general meeting spaces and conference room of the Graduate School. Coordinates Advisory Council. Provides administrative support and coordination for the Advisory Council, including coordinating schedules for meetings, organizing and securing meeting locations, and supporting the Associate Provost and Chair(s) of the Advisory Council. Works to ensure materials are compiled and distributed in a timely manner. Coordinates materials from other Graduate School staff as they relate to Advisory Council inquiries. Graduate School Fiscal Support. Fiscal responsibilities include purchase requests for administrative, purchase orders, requisitions, and all administrative expenditures. Contributes to the execution of the strategic plans of the Graduate School and may work with financial staff on budgets or other complex financial analyses. Travel and Expense. Exercises considerable judgment in scheduling and processing travel requests, travel scheduling and reservations, and travel reimbursements for the Associate Provost and Dean. Ensures compliance with all travel and purchase requests. Manages and supports purchases, expense requests, and reconciliation for the Associate Provost and Dean. Serves as a UFGO liaison/ambassador for the Graduate School. Provides budget analysis of spending to adjust for future budget needs. Administration Office Support. Provides administrative support for the Dean by greeting visitors to the Dean's administrative suite and handles their inquiries or refers them to appropriate Graduate School staff or leadership. Prepares meeting materials and notices, takes meeting minutes, compiles data and prepares reports in support of assigned projects (or meetings). Welcomes scheduled guests and escorts guests for meetings with other campus officials (offering water, coffee, etc. as available and appropriate). Uses extensive working knowledge of the university (administrative and academic units) and all graduate school policies and procedures to respond to Associate Provost and Dean administrative office inquiries. Makes appropriate referrals as necessary. Graduate School Office Manager. Provides administrative support and conducts daily administrative tasks for the Graduate School. Directs and makes recommendations for improvements related to operational infrastructure, including technology and building maintenance. This includes coordination and maintenance of office spaces and technology, supplies and needs of graduate school staff, and requests for new furniture and other office needs. Conducts and completes Space annually. Coordinates with other support staff to ensure that phones and front desk are covered during absences. Serves as back up support for other administrative assistant when on leave. Research and Academic Support. Provides assistant to the Associate Dean and Provost with respect to academic research and literature review on topics related to graduate education. Assists with the collection of information regarding best practices and processes related to graduate education within the state, regionally, and nationally. Assist with developing, evaluating, and implementing policies, goals, and objectives. Operates on own initiative, which includes planning, prioritizing, and flexibility with schedule to perform a variety of functions to meet deadlines. Is expected to complete work assignments independently with minimal instructions and supervision. Must be articulate in explanation of problems, inventive as to potential solutions, and highly professional in dealing with University of Florida and external constituencies.

EXPECTED SALARY

$65,000 REQUIRED

QUALIFICATIONS

Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.

PREFERRED

A bachelor's degree. Knowledge of Graduate School rules and regulations; superior secretarial skills; computer proficiency; ability to interface with administrators, faculty, staff, and students and maintain confidentiality; ability to operate in a multi-task environment.

SPECIAL INSTRUCTIONS TO APPLICANTS

In order to be considered, applicants must upload 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 work position and is located on the University of Florida main campus in Gainesville, FL. A criminal background check is required.

HEALTH ASSESSMENT REQUIRED

No

ADVERTISED

27 Apr 2026 Eastern Daylight Time