The College of Pharmacy at UF is recruiting for an Administrative Assistant III to provide advanced administrative and operational support within the College of Pharmacy Dean’s Office. This position exercises independent judgment in managing complex administrative tasks, coordinating activities, and supporting multiple senior leaders in a fast-paced, high-visibility environment. The role requires daily, on-campus presence to support leaders, faculty, staff, students, visitors, meetings, events, committees, and other essential office operations.

The incumbent provides direct administrative support to multiple Dean’s Office senior leaders (4 total), delivering coordinated support across functional areas including student affairs, academic programs, clinical education, and assessment activities. Responsibilities include calendar management, meeting and event coordination, communications, and support of programmatic and operational initiatives.
This position reports to the Strategic Project Manager and provides project coordination and administrative support for strategic initiatives, including tracking and assessment of the College’s Strategic Plan using Smartsheet and other tools.

The role works independently under general supervision and serves as a key contributor to the overall effectiveness, coordination, and continuity of the Dean’s Office.

Duties Include:

Executive and Leadership Support:
Executive and Leadership Support (4 Dean-Level Leaders)
Provides comprehensive administrative and coordination support across multiple Dean’s Office leadership areas, ensuring consistency, efficiency, and alignment across functions. The Administrative Assistant provides essential on-campus, in-person support for all core functions. Daily presence during standard business hours is critical to ensure the most effective support of the Dean’s Office, Associate Deans, Assistant Deans and the broader college community.

Core responsibilities include:

• Managing complex calendars across multiple leaders with competing priorities
• Coordinating meetings, events, and logistics involving faculty, students, staff, and external stakeholders
• Preparing correspondence, reports, presentations, and meeting materials
• Tracking action items, deadlines, and follow-ups across leadership areas
• Coordinating travel and reimbursement processes
• Maintaining confidentiality of sensitive academic and administrative information

Functional support spans across:

• Student- and program-related activities and events
• Curriculum and academic program coordination, including committees and reporting
• Clinical and experiential education coordination
• Assessment, accreditation, and program evaluation activities

Office Coordination & Operational Support

• Supports coordination of shared administrative processes across multiple leadership areas
• Tracks deadlines and deliverables across academic, student, and program functions
• Serves as a liaison across Dean’s Office units and departments
• Coordinates logistics for meetings, events, and visitors
• Maintains documentation, records, and reporting tools to support operations
• Provides back-up, administrative, and operations support to the Dean’s Office

Project & Strategic Support
Project Coordination & Strategic Initiative Support

• Provides direct administrative and coordination support to the Strategic Project Manager
• Supports tracking, implementation, and assessment of the College’s Strategic Plan
• Utilizes Smartsheet and other tools to:
  • Track strategic initiatives, milestones, and deliverables
  • Maintain dashboards and reporting structures
  • Support data collection, analysis, and progress reporting
  • Monitor timelines
• Assists with coordination of cross-functional projects including:
  • Accreditation and self-study initiatives
  • Assessment cycles and program evaluation efforts
  • Dean’s Office strategic and operational priorities

The ideal candidate will possess:

• Five years of UF Administrative support experience to faculty leaders
• Advanced proficiency in Smartsheet, including development of dashboards, workflow automation, and reporting tools to support strategic planning, project tracking, and operational assessment
• Ability to set priorities and work with interruptions, little supervision, and initiative
• Ability to effectively complete high-pressure, time-sensitive tasks
• Ability to triage, set priorities independently, and work under pressure
• Taking the initiative to organize and manage conflicting goals and agendas
• Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population in a demanding environment
• Knowledge of appropriate state of Florida, College of Pharmacy, and University of Florida rules and regulations
• Critical thinking skills, analytical and problem-solving skills
• Ability to maintain confidentiality and make independent decisions
• Must understand and practice excellent customer service
• Must possess a professional attitude conveyed in all interactions, communications, and appearance—ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments. Effectively collaborating with individuals of all levels and diverse backgrounds
• Self-motivation and the ability to work independently
• Strong interpersonal skills (teamwork, responsibility, patience, empathy, and leadership)
• Experience in Outlook, Word, PowerPoint, WordPress, Excel, Qualtrics and the aptitude to learn and become efficient in new software as required