Administrative Assistant I

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

Serves as the first point of contact for visitors to the Office of the Vice President for Research. Greets guests, prepares coffee, and ensures refreshments are available for visitors and conference room meetings. Answers incoming calls with professionalism, takes messages, responds to routine inquiries, and directs calls appropriately, including handling confidential requests. Sorts and distributes incoming mail and ensures common areas are neat and present a professional image. Maintains strict confidentiality and accuracy when handling sensitive materials.

Provides administrative support to the Executive Affairs Lead, including preparing meeting and event materials, setting up audiovisual equipment, and reviewing draft documents for grammar, punctuation, format, and accuracy. Assists with event coordination, which may include creating nametags, greeting attendees, coordinating catering, setting up AV, and managing event setup and breakdown. Transports speakers and visitors to event locations and escorts out-of-town guests to campus meetings using a state vehicle.

Assists the Executive Director of Development with scheduling meetings, booking travel, processing travel requests and expense reports, and performing other administrative duties as needed.

Manages room reservations for two UF Research event spaces in Malachowsky Hall for Data Science and Information Technology. Coordinates audiovisual support, cleaning, furniture setup, and other arrangements. Provides tours and explains room policies to potential users. Maintains a professional environment and delivers exceptional service to room users, including university administrators.

Serves as back-up for the Administrative Support Specialist II.

Assists with the University of Florida Research Foundation (UFRF) Professorship process. Distributes nomination packets, prepares completed packets for review, sends nomination letters, schedules photo sessions, and assists with planning the recognition reception.

Acts as key coordinator for UF Research by issuing, collecting, and purchasing keys as needed and maintaining key logs for Grinter Hall and Walker Hall.

Operates independently to plan, prioritize, and complete tasks on schedule. Maintains professionalism when interacting with internal and external stakeholders and demonstrates problem-solving skills and initiative.

Determines the needs of the Office of the Vice President of Research in terms of supplies and is responsible for maintaining and ordering all office supplies.  Maintains the office’s digital filing system.

Other duties as assigned

$15.80 - $23.94/hour

Ability to work independently and exercise sound judgment. Strong planning, organizational, and coordination skills are essential, along with the ability to manage multiple priorities effectively. Candidates should have excellent verbal and written communication skills, including the ability to handle telephone calls courteously and compose routine correspondence. Proficiency in typing letters, memos, and other business forms in correct format, as well as organizing files and records, is preferred. Knowledge of office procedures, correct spelling, punctuation, grammar usage, and basic arithmetic is required. The ability to establish and maintain effective working relationships and deliver exceptional customer service is highly desirable. Experience in event coordination and familiarity with audiovisual setup are also beneficial.

In order to be considered, applicants must provide a cover letter, resume and list of professional references. 

A criminal background check is required.

This is not a remote position.

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