Administrative Assistant

Apply now Job no: 538870
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Veterinary Medicine/Animal Care
Department:  - GR-GRAD SCHOOL OPERATIONS

Classification

Title:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Graduate School reception and communications. Creates a welcoming environment for all guests. Greets callers and visitors at front desk, handles routine inquiries, and forwards all other cases to appropriate Graduate School staff or leadership. Maintains detailed knowledge of Graduate School workflows, policies and procedures and general knowledge of university administrative and academic units to respond to electronic, phone and walk‑in inquiries and make appropriate referrals.

Routes messages, including main email/Salesforce inbox and phone line. Drafts communication and receives and reviews information for the Associate Dean of Academic Affairs. Ensures continuity of coverage and backup for reception during all business hours (8 a.m.–5 p.m., M–F).

Prepares and sends agendas and supporting materials to attendees with sufficient advanced notice. Manages and confirms guest invitations. Attends meetings and confirms committee quorum and attendance of appropriate liaisons or representatives for proposals and discussion items. Writes and sends memoranda with Graduate Council decisions to the relevant proposal sponsors/contacts. Takes notes in real time and drafts minutes including accurately summarizing council deliberations on information items, administrative actions, and discussion items.

Coordinates prior review and public posting of approved minutes. Updates appropriate systems with the results of Graduate Council actions. Serves as administrative liaison with Graduate Curriculum Committee. Coordinates nominations and elections of new members and recognition of retiring members. Arranges for both virtual and in‑person meeting logistics including computer login, Zoom setup and recording, handouts, refreshments, name placards, post‑meeting cleanup, etc.

Manages calendar, appointments and scheduling for the Associate Dean for Academic Affairs. Uses Outlook to identify optimal times and schedule meetings. This includes meetings and events with college and university administrators, faculty, staff and students. Attends staff meetings, drafts and processes staff meeting minutes. Manages the calendar for shared conference rooms and schedules Graduate School courses and classrooms.

Coordinates and prepares all travel documentation and verifies P Card charges for the Associate Dean for Academic Affairs. Coordinates and assists with travel for the Director of Academic Support Services and other Academic Affairs staff as needed.

Assists Director of Academic Support Services and Dean’s administrative team with meetings and events. Coordinates planning, communication and execution of events and recognitions for Academic Affairs, such as recognition events for employee milestones, celebrations, sympathy cards/flowers, and internal meetings. This includes arranging venues and food, purchasing cards and supplies, handling RSVPs and inquiries about events, and processing concession documentation and invoices and receipts.

Restores venues to original order after events.

Coordinates all processes for annual Faculty Doctoral Mentoring Awards. Creates and assembles all materials including nomination requests, reviews nominations for completeness, schedules all committee meetings, serves as Graduate School liaison with nominees and committee members, prepares all correspondence to nominees and committee members, coordinates plaques, cash awards processing via payroll, and creates awardees’ bio sketches, which are read at awards ceremonies.

Participation in Graduate School strategic planning and professional development. Other duties may…