Administrative Assistant II

Classification Title:

Administrative Assistant II

Job Description:

Calendar & Travel Management

• Calendar management for Chief Fundraiser within the department; determine priorities for meetings; schedule, confirm, cancel meetings when needed. Schedule prep and debrief time on calendar and anticipate the same for meetings which require more attention. Monitor and update contact information in Outlook.
• Coordinate and manage travel: prepare travel packets with itineraries and donor profile information, reservations (auto/flight/hotel), prepare and submit expense reports following travel.
• Coordinate group meeting logistics: schedule, confirm, and cancel as needed.

Administrative Office Support

• Performance Management: Manage and oversee the process for Annual Performance Plan (APP), Quarterly Reports and Annual Evaluations. Ensure documents are complete, meetings are held, and documents are submitted to meet deadlines.
• Oversee and manage interview process and onboarding process for new employees within the UF/IFAS Advancement Office.
• Responsible for asset management, supplies/purchasing, disbursements, and gift processing/reconciling for the office.
• Assist with budget tracking and prepare monthly expenditure report.
• Ensure compliance with all University of Florida and UF Foundation, Inc. regulations.
• Ensure best practices in office systems, maintain files and record keeping; ensure effective use of strategic tools and resources, routinely updating, scanning and purging when necessary.
• Provide professional customer service and telephone coverage to include but not limited, to screening calls and greeting guests in a professional manner.
• Ensure the common office space remains presentable and organized.
• Responsible for certifying time and attendance for the department.
• Strive to create a respectful and accessible environment for all.

Communications

• Liaison for the UF/IFAS Advancement Office for internal and external units at the Foundation and across campus.
• Responsible for preparing and proofing correspondence, documents and agendas, many of which are confidential; make necessary edits for accuracy of content.
• Prepare, update and submit agenda for team meetings on a weekly basis.
• Assist in pulling data for mailings, proofing correspondence for accuracy, and preparing letters and invitations for mailing.
• Handle transmission of correspondence by mail, fax, e-mail, or other methods as directed; initiate correspondence as necessary to insure the efficient and timely flow of information within the office. Retrieve and sort mail to be inserted in proper folders, including mail of a confidential nature.
• Forward communications with appropriate background material and analysis. Must use judgment in sorting into action vs. general communications.

Other

• Use Ascend efficiently for research of donors, prospects and friends.
• Coordinate meeting venues, technology support, and presentation materials.
• Assist with events both locally and across the state as needed, that often include various UF/IFAS leadership.
• Liaison and work closely with development support staff and units across campus.

Performs related duties as required or deemed appropriate to the accomplishment of the responsibilities and functions related to this position.

Expected Salary:

$16.07-23.00; commensurate with education and experience The University of Florida offers a competitive benefits package including health, retirement, paid time off, discount programs, professional development, and work life support. Learn more.

Minimum Requirements:

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

Preferred Qualifications:

The ideal candidate will possess:

• Experience in supporting top level executives in development, fundraising, alumni relations or higher education.
• Flexibility and the ability to work well with all levels of internal staff, as well as outside donors and volunteers.
• Ability to type 35 cwpm; 45 cwpm preferred.
• Superb clerical support skills, and the ability to handle multiple tasks.
• Excellent organizational skills; demonstrated skill to work on projects with competing deadlines and to establish goals and workload priorities.
• An appreciation for and support of a respectful and caring community for all; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are strongly preferred.
• Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a broad constituency.
• Experience writing reports, correspondence and other documents.
• Ability to work efficiently with minimum supervision, to exercise independent judgment and personal initiative, and accept responsibility for decisions and actions.
• Skills to work independently and cooperatively as part of a team.
• Accuracy, attention to detail and a customer service-oriented attitude are essential for success in this position.
• Extensive word processing, spreadsheet development, data base and internet research skills. The incumbent should be computer proficient in these areas: Windows, Microsoft Office applications (Word, Excel, Outlook, Publisher, PowerPoint), internet browsers (preferably Google Chrome), and donor database software experience are strongly preferred.
• UF Advancement has defined the following critical competencies for organizational and position specific success:
• Collaboration- Ability to work cooperatively with others to achieve the goals of the organization.
• Shares own experience, resources and expertise with others breaking down barriers or organizational boundaries to ensure team's success.
• Assists in keeping levels of team performance and morale high.
• Works cooperatively to the benefit of projects and goals.
• Works to meet individual, business unit and university goals with the acknowledgment of, and cooperation with the achievement of others' goals.
• Stakeholder Focus- Centralizes all efforts and tasks around meeting the needs of stakeholders to support the University of Florida.
• Addresses stakeholder needs in a positive, timely and efficient manner by involving the right people and resources at the right time.
• Understands the audience and seeks feedback to identify opportunities to improve the relationship and deliverables.
• Creates stakeholder value utilizing service processes that attract, solidify and expand the total stakeholder relationship.
• Considers the impact on all stakeholders when taking action or carrying out one's own job responsibilities.
• Manages Execution- Consistently maintains a high level of action and results while working with effectiveness and
• determination.
• Executes functional tasks in pursuit of the larger vision (thinks big, acts small).
• Pursues goals with persistence, energy, drive, a positive attitude and a need to finish.
• Consistently prepared with a high level of productivity, prioritizing tasks to work effectively and efficiently to make and meet expectations.
• Uncovers problems and issues and removes barriers in order to move the work forward.
• Accountability- Takes responsibility for work activities, personal actions and self-development.
• Acts resourcefully, ensuring work is completed on time and to quality standards within legal guidelines and policies.
• Finds opportunities for personal and professional development keeping up-to-date on technical and functional aspects of one's job.
• Assumes personal ownership of complications immediately and follows through until resolved.
• Accepts feedback openly, acknowledging and learning from mistakes, without becoming defensive.
• Adaptability/ Innovation- Applies original thinking in approaching job responsibilities, overcoming challenges and adjusting to changes in one's environment.
• Sustains effectiveness in varying environments with different tasks, responsibilities, and people in the face of ambiguity or uncertainty.
• Courageous with ideas; generates new ideas and creative solutions that impact results.
• Maintains flexibility to accept, embrace and lead change.
• Responds effectively to unique needs, adapting solutions and providing creative and/or flexible options.
• Effective Communication- Ability to listen and effectively relay information to others in all forms of communication.
• Communicates effectively and shares information appropriately with internal and external constituents through multiple mediums.
• Interprets information, ideas, and instructions clearly in verbal and written communication.
• Demonstrates active listening: checks for understanding and clarity by asking the right questions.
• Maintains composure and communicates in a direct, truthful, transparent and positive manner.
• Critical Thinking- Ability to obtain, analyze, synthesize and evaluate information effectively.
• Utilizes logical reasoning to make judgments in accordance with established professional and organizational criteria.
• Objectively identifies goals and makes decisions by considering both short-term and long-term implications.
• Creatively identifies opportunities to increase efficiency, simplicity and revenue (understands finite resources).
• Effectively recognizes and considers the forces, events, entities, and people that effect a situation before making a conclusion.
• Organizational Acumen- The ability to understand and navigate governance, administration, and culture in the internal and external environment demonstrating commitment to organizational mission.
• Acts in a decisive, timely and appropriate manner that is congruent with the organization's values and goals.
• Integrates and balances big picture concerns related to political, social and economic issues effecting the organization with day-to-day activities.
• Knowledgeable of policies, practices, trends and information that impact the organization.
• Demonstrates understanding of, alignment with, and a commitment to the university's mission in serving our constituents.

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