OPS Administrative Assistant

Job no: 535418
Work type: Temp Part-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 19010520 - EG-LEADERSHIP PROGRAMS

OPS Administrative Assistant

Coordinates and schedules meetings, maintains the calendars for the Director and Associate Director (as needed) of the Engineering Leadership Institute. Provides support to the Director and Associate Director by assisting with various projects, correspondence, student registration and course management, preparation of spreadsheets, development of agendas and pamphlets, copying of documents, filing, etc. Partners with the Engineering Innovation Institute administrative assistant in areas of reception, office supply inventory, and addressing concerns involving shared space.

Coordinates and manages various events and guest visitors; seeks appropriate venue, schedules venue, determines food needed and places food orders for the event, as well as the set up, and clean up for events. Serves as central coordinator and point-of-contact for event planning. Works closely with ELI Director and Associate Director and UF Advancement in planning and hosting events. If appropriate, may be asked to work an event if support is needed while event is taking place. Executes fiscal transactions related to events. Coordinates and arranges travel-related activities for ELI personnel and visitors national. Communicates with visitors the requirements for reimbursement of travel, gathers appropriate information and process reimbursements.

Provides reception support for the Engineering Innovation Institute and Engineering Leadership Institute when needed; greets and assists visitors, answers questions. Receive, screen and direct incoming telephone calls and mail, as appropriate take messages and disseminate appropriately.

Orders supplies and maintains the property records, conducts annual inventory review. Creates and maintains standard operating procedures and policies for ELI’s operations. Maintains a central depository of all ELI documents, including founding historical documents, budget reports, project reports, data inventory and analyses, CV’s and resumes of ELI personnel, course syllabi, etc.

Other related duties as assigned.

$20-$23 per hour commensurate with experience

High school diploma or equivalent and four years of relevant experience.

• Accuracy and attention to detail.
• Effective oral, written, and visual communication skills.
• Ability to manage multiple priorities.
• Proficiency in office support tools available on the desktop, including word processing, email, presentation software, spreadsheets.
• Service-mindedness expressed by 1) a willingness to perform a wide range of tasks, from mundane to high-profile, including answering phones, retrieving phone system messages, screening incoming requests and information, making phone calls, and recording minutes, 2) an overall consideration of the well-being of all ELI stakeholders and goals, and 3) a consistently positive attitude.
• Ease of engaging and nurturing professional relationships with students, faculty, staff, and administrators.
• Experience in every aspect of event planning and hosting.
• Strong problem-solving skills related to work responsibilities.
• Track record of working as an effective team member toward a shared goal.
• Willingness and desire to engage in professional development training and to embody the effective leadership, communications (oral, written, digital, and listening), and project management aspirations of ELI within the daily operations of this position.
• Experience in managing budgets and executing fiscal transactions.
• Proven record of maintaining strict confidentiality.

Record of being punctual and maintaining a strong attendance record in previous positions.

Experience serving in an assistant position in a unit with multiple levels of stakeholders served, including chairs, directors, deans, etc.

Experience working in the Peoplesoft environment.

Experience in web page design and maintenance.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Salary : $20 - $23