Executive Assistant I

JOB NO

540473

WORK TYPE

Staff Full-Time

LOCATION

Main Campus (Gainesville, FL)

CATEGORIES

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

DEPARTMENT

11060000 - RE-SPONSORED PROGRAMS

CLASSIFICATION TITLE

Executive Assistant I

CLASSIFICATION MINIMUM REQUIREMENTS

High school diploma or equivalent and seven years of relevant experience; or an equivalent combination of education and experience.

JOB DESCRIPTION

Perform support in managing reporting information for the executive. Responsible for managing, interpreting and maintaining quality of information in spreadsheets, databases and other web based tools of proposal, agreement, award and expenditure information.

Assist with collecting the documents and information that is responsive to audits, inquiries, FOIA requests, Sunshine Law and other information requests.

Provides administrative assistance to the executive, including responsibilities as described below:

Maintain the Director’s calendar. Schedule appointments. Coordinates a wide variety of projects, such as events, conferences, and meetings, and follows through with officials and individuals within and outside the university on behalf of the executive. Schedule the meeting location and ensure that the meeting room has the appropriate equipment needed.

Plan and make travel arrangements. Prepare and process travel forms for travel authorization, transportation, meeting registration, lodging, meals and travel reimbursement; making airline, car rental, and hotel reservations and meeting arrangements; and ensuring that tickets received from travel agents are consistent with traveler’s request. Maintain travel files and makes routine reports as required for the Business Office.

Provides administrative assistance to the Associate and Assistant Directors of the Division of Sponsored Programs.

Responsible for PCard reconciliation....