Administrative Assistant III

Classification Title:

Administrative Assistant III

Job Description:

• Provides administrative support to the Director of ICBR, Associate Director of Science, and Assistant Director of Operations. Assists with Admin's email, calendars, meetings, and coordinates travel.
  
  Drafts correspondence and collects/organizes information for reports. Coordinates special administrative projects, including tracking of letters of support and pilot projects.

• Provides project management support for discussions and decision-making. Incumbent organizes and provides necessary information for project management meetings, keeping track of action items, due dates, and follow-up.
  
  Runs systems through JIRA and Confluence. Provides reporting based on system management. Receives and maintains confidential information on behalf of the Director of ICBR, Associate Director of Science, and Assistant Director of Operations.

• Covers the ICBR reception area. Creates and maintains unit filing systems and workflows for the reception area.
  
  Reviews the office supply inventory. Handles front desk coverage including answering phones and directing clients to the appropriate areas, sign for and deliver packages, delivering mail, answering general inquiries, data entry, and other tasks as necessary. Deposits and approves checks and processes credit card payments when needed and maintain training for same.

• Serves as an ICBR requisitioner in myUF Marketplace. Adheres to all UF policies regarding purchasing and pcard use.
  
  Creates and tracks requisitions for ICBR purchases. Coordinates special orders for ICBR laboratories as needed. Serves as a backup to shopping carts and purchase orders.

• Organizes events for both senior staff and ICBR all. Coordinates annual ICBR Strategic Retreat, Champion of the Quarter annual event, and annual ICBR Picnic.
  
  Helps coordinate all ICBR external events for vendors. This includes scheduling, room reservations, catering, guest invitations, communication with vendors, securing IT support, agenda preparation, etc.