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    Executive Assistant I - Gainesville, United States - University of Florida

    University of Florida
    University of Florida Gainesville, United States

    3 weeks ago

    Default job background
    Description

    Classification Title:
    Executive Assistant I


    Job Description:


    Serving as a team member within the Office of the Vice President for Student Life, this position provides intricate administrative and program support to the Assistant Vice President for Student Life.

    The University of Florida Division of Student Life champions meaningful experiences that foster community connection, career design, and lifelong well-being.

    This position primarily supports the AVP for Student Life that works with the community connections portfolio and is focused on student engagement.


    Duties include, but are not limited to:

    managing calendars, editing and preparing presentations, coordinating travel, serving as the executive's primary contact for various stakeholders, supporting the application process and programming for Reitz Scholars, assisting with the contracting process within Student Engagement, and other special projects.

    This role requires independent problem-solving, anticipation of the executive's needs, and management of various administrative tasks without much oversight.


    ESSENTIAL FUNCTIONS AND TIME ALLOCATION:
    40% - Provides advanced administrative support for the Assistant Vice President for Student Life. Coordinate meetings and calendars while independently screening and prioritizing appointment requests based on need and importance. Proactively anticipate meeting needs and draft necessary correspondence for the Assistant Vice President. Make travel arrangements. Review performance contracts for accuracy and coordinate with departmental leaders on any necessary corrections. Assist in drafting and editing presentations.

    25% - Serve as the primary point of contact for the AVP with students and university stakeholders. This position will have a high degree of interaction with students as well as other university stakeholders. The position will be primarily located in the J. Wayne Reitz Union, unless additional support is needed in the Office of the Vice President for Student Life.

    The Reitz Union serves as UF's student union and a space for all students to gather, collaborate, and exchange ideas.

    The role will require frequent and effective communication and the ability to respond to questions, concerns, and student needs.

    20% - Support, coordinate, and/or staff significant programs within the Division of Student Life.

    This includes but is not limited to the application process for the Reitz Scholars Program, the NASPA Student Life Fellows, and the Golden Gator Council.

    Outside of applications, this position will frequently coordinate technology, meeting agendas, meeting minutes, and the overall needs of the programs to provide a successful engagement.

    This requires a high degree of confidentiality and the ability to independently manage issues that arise.

    Additionally, this position will coordinate assessments of the various programs and collaborate with Student Life Assessment & Research to analyze results and formulate recommendations to advance the student experience.


    10% - Serves as a resource and team member within the Office of the Vice President for Student Life and provides administrative and programmatic support where needed.

    5% - Contributes to the Division and University through active participation on committees and division-wide initiatives (example opportunities: emergency dean on call, event support team, conduct committee, student welcome events, etc); and, other duties as assigned


    SUPERVISION:


    Reports to James Tyger, Interim Assistant Vice President for Student Life, with potential supervisory responsibilities over student assistants within the area.


    WORK SCHEDULE:


    Required to work Monday to Friday, 8 AM to 5 PM, with possible variations, such as occasional evening or weekend work depending on the executive's schedule and organizational events.


    LICENSES, CERTIFICATIONS, AND LEGAL REQUIREMENTS:
    Not applicable for this position.


    OTHER POSITION CHARACTERISTICS:
    This role requires a high degree of confidentiality, exceptional organizational skills, and the ability to manage multiple priorities simultaneously. Strong interpersonal and communication skills are essential for effective stakeholder engagement.


    POLICY AND INTERPRETATION:
    May contribute to the development and interpretation of organizational policies and procedures.


    PROGRAM DIRECTION AND DEVELOPMENT:
    Involvement in program direction and development may occur, particularly in relation to organizing events and coordinating projects.


    COMMUNICATION:
    Involves frequent internal and external communication, necessitating clarity, professionalism, and discretion.


    MONETARY RESPONSIBILITY:
    Responsible for managing expenses related to travel, events, and projects, requiring budget awareness and adherence.


    CONFIDENTIAL DATA RESPONSIBILITY:
    Handles sensitive information related to the executive's office, necessitating utmost discretion and integrity.


    CREATIVITY, STRATEGY, AND LEADERSHIP:
    Opportunities for strategic input and creative solutions are present, especially in project management, event coordination, and policy development. Leadership skills are applied in supervising administrative staff and leading project teams.


    Expected Salary:
    $60,000 - $65,000


    Minimum Requirements:

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

    Preferred Qualifications:

    • Experience in a similar role supporting high-level executives.
    • Strong proficiency in office software and communication tools.

    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.


    Health Assessment Required:
    No
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