Easter Seals Jobs

Administrative Suite, Administrative Assistant I

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=531816&lJobSourceTypeID=796&sLanguage=en-us) Job no: 531816

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 55010100 - LB-DIRECTOR'S OFFICE-ADMIN

Classification Title:

Administrative Assistant I

Job Description:

JOB SUMMARY

This position is one of two staff members in the George A. Smathers Libraries Administrative Suite. The primary purpose of this position is to provide administrative and secretarial/clerical support for the Dean of University Libraries, Senior Associate Dean, Associate Deans, Senior Director of Development and External Relations, and Director of Marketing and Communications.

RESPONSIBILITIES

• Answers and distributes telephone calls to individuals in the Administrative Suite and outside of the suite as needed;

• Receives and distributes mail to individuals in the Administrative Suite;

• Composes and types routine office correspondences and items requiring action;

• Makes copies;

• Files;

• Provides other general office duties as required;

• Maintains inventory of and orders office supplies for individuals in the Administrative Suite and other staff who fall under the Dean of University Libraries;

• Processes travel authorizations and expense reports;

• Oversees Smathers Library Room 100 reservation process, billing and room maintenance;

• Oversees Library West Conference Room 250, Library West Conference Room 429, and Smathers

Conference Room 104 reservation process:

• Provides coverage for Executive Assistant I on an as needed basis;

• Provides support for Administrative events on an as needed basis.

Coordinates University Libraries Committee (ULC) Fall and Spring semesters meeting schedule and call for agenda items. Records, formats, and distributes meeting minutes in a timely manner. Coordinates Joint Chairs biweekly calendar series and calls for agenda items.

Provides support to the Development Office:

• Completes appropriate paperwork for monetary library donations;

• Completes appropriate paperwork for gift-in-kind library donations;

• Assists in processing employee reimbursements from development funds by submitting the receipts with attached funding approval to Business Services, filing the receipts and supporting documentation, and entering them in the UFF log;

• Completes appropriate paperwork for payment of invoices from development funds;

• Maintains internal University of Florida Foundation (UFF) documentation log;

• Completes and distributes the Quarterly Endowment Report;

• Provides support for Development events on an as needed basis.

In coordination with Executive Assistant I develops and maintains Procedures Guidebook for all job functions.

Other Duties

Participates in staff development training activities as required to broaden and improve skills and to become familiar with technological innovations within the libraries.

Expected Salary:

$18.00 minimum hourly rate; The Smathers Libraries offer a salary commensurate with experience and credentials.

Minimum Requirements:

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

Preferred Qualifications:

• Strong verbal and written communication skills;

• Knowledge of correct spelling, punctuation, grammar usage, and business math;

• Knowledge of techniques for interacting effectively in person and on the telephone;

• Knowledge of techniques for using automated equipment (including computers, fax machines, copiers, scanners);

• Above average knowledge for using Microsoft Office Word, Outlook, Excel, PowerPoint and TEAMS;

• Above average knowledge for using Adobe Acrobat Pro DC;

• Above average knowledge for using Zoom;

• Ability to type office correspondence, reports, and standard office forms in the correct format;

• Ability to work both independently with considerable initiative and without daily instruction and collaboratively to accomplish goals;

• Ability to maintain confidentiality regarding sensitive matters;

• Flexibility and ability to adapt and work in a rapidly changing academic environment;

• Evidence of excellent interpersonal skills including oral and written communication.

Special Instructions to Applicants:

Application Process

To apply, submit

• a cover letter detailing your interest in, and qualifications for this position

• your current resume or CV

• a list of three references including their contact information (telephone number and email address)

Apply by 11:55 pm (EST) on June 19th, 2024 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, attlitchfield@uflib.ufl.edu.

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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

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

Health Assessment Required:No

Advertised: 04 Jun 2024 Eastern Daylight Time

Applications close: 19 Jun 2024 Eastern Daylight Time