Easter Seals Jobs

Executive Assistant I

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532088&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532088

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

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

Department: 27010400 - HA-HSC NEWS / COMMUNICATIONS

Classification Title:

Executive Assistant I

Job Description:

Works closely with other high-level executive assistants across the academic health center and helps to facilitate administrative tasks on behalf of the Chief Communications Officer. Serves as a liaison with other internal UF Health departments/units and external audiences and ensures work is completed promptly and is of high quality to reflect the standards established by the CCO, while exercising discretion and confidentiality as necessary. Actively coordinates all calendars and schedules for the UF Health Chief Communications Officer and various assistant vice presidents/directors. Ensures scheduled meetings have appropriate rooms reserved and/or Zoom links, with necessary infrastructure in place to support meeting requirements. Coordinates logistics, including collateral material needs, catering, etc. Facilitates development of agendas and/or materials, and prepares and distributes meeting minutes for priority meetings as needed. Provides back-up support for other administrative team functions as needed.

Drafts and disseminates general correspondence to UF Health Communications staff regarding news, important updates, time-sensitive announcements, and/or operational matters. Corresponds with others internal and external to the organization to support divisional needs. Maintains and communicates UF Health Communications daily staff outages and weekly divisional calendar schedules.

Tracks staff leave, monitors time reporting, and reconciles time sheets to facilitate management’s time approvals. Updates and maintains divisional organizational chart, contact list, leave calendar, disaster call list and staff birthdays. Works with the media relations team to develop and distribute media on-call schedules and ensures information is consistently accurate in SPOK to facilitate timely triage of media calls. Media on-call changes are communicated to UF Health Communications leadership. Responsible for maintaining, archiving, and tracking all patient consent forms executed related to marketing and communications activities to ensure requested information can be easily retrieved and updated as needed. Coordinates divisional purchases and facilitates the processing of invoices in a timely manner, including the ordering of supplies and reconciling UF purchasing card reports on a monthly basis. Ensures appropriate supply inventories are maintained to support divisional operations. Maintains and updates software licenses for staff and coordinates staff access to online tools. Maintains and updates asset inventories for computer equipment and video/camera equipment/accessories, including staff assignment. Gathers travel costs for staff to facilitate timely management approval, makes all travel arrangements using a UF purchasing card where appropriate, develops staff travel itineraries and includes relevant documentation, and assists staff in filing travel requests and processing travel expense reimbursement reports in a timely manner. Works with AVPs/directors to facilitate the renewal of vendor/freelancer contracts. Works collaboratively with other administrative team members to support onboarding of new staff, including setup of workstation, securing badge/building/parking access, orienting to divisional policies and procedures, facilitating access to divisional online tools, orienting to the division’s project management system, and facilitating team workflow integration. Works with administrative team members to foster an environment of collaboration to support divisional needs. Identifies opportunities to improve processes and operational efficiencies. Proactively identifies potential issues, makes recommendations to support resolution, and implements changes.

Responsible for coordinating transmittal of UF Health podcast scripts to support production and distribution requirements. Updates and publishes key web content on the UF Health Newsroom, including UF Health podcasts (Health in a Heartbeat, Animal Airwaves, and Animal Airwaves Live). Serves as a backup for posting news releases, stories, blogs, and associated multimedia content. Assists Creative Services in fielding inquiries and fulfilling various photo gallery and corporate logo requests. Also assists with logistics related to major production shoots, including securing rentals, coordinating catering, and handling other needs. Gathers, synthesizes, and translates data/information and assists with the development of PowerPoint presentations for the CCO. Assists UF Health Communications staff in monitoring and communicating professional organization award entry deadlines, provides assistance with entry submissions, processes entry payments, and consistently tracks divisional awards received. Plans and executes various divisional events, including retreats, new employee welcome receptions, staff farewells, and other celebrations. Coordinates and/or designs event invitations, handle invites, and coordinates event logistics and needs, working collaboratively with other administrative team members as appropriate. Supports divisional events by signing up to assist in staffing various events as requests are made and schedule permits.

Expected Salary:

$45,000-$55,000

Minimum Requirements:

Bachelor’s degree and three years of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications:

EXPERIENCE

• Bachelor’s degree and five to eight years of relevant experience or equivalent preferred

SKILLS

• Proficiency in the use of personal computers and multifunctional devices (required)

• Proficiency with Microsoft Word, Excel and PowerPoint (required)

• Proficiency in the usage of website content management systems such as WordPress (preferred)

• Strong project management skills

• Superior spelling, punctuation, and grammatical skills

• Excellent organizational skills and attention to detail

ABILITIES

• Ability to plan, prioritize, organize, and coordinate work assignments independently in a fast-paced

  environment

• Demonstrated ability to manage multiple projects effectively and meet deadlines

• Demonstrated ability to work as part of a team toward organizational objectives

• Demonstrated professionalism in interacting with others at all levels within and outside the organization

Special Instructions to Applicants:

Please upload the following - CV or Resume, Cover Letter and List of Professional References.

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

Health Assessment Required:No

Advertised: 26 Jun 2024 Eastern Daylight Time

Applications close: 10 Jul 2024 Eastern Daylight Time