EXECUTIVE AST 3
University of Florida - Gainesville, FL

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This position is one with a high level of responsibility serving as the Executive Assistant to the Vice President for University Relations. It requires an individual who can manage many tasks, interact with individuals across campus and represent the office inside and outside the University in a professional manner. The individual is expected to work independently with minimal supervision and must be proactive with assignments, have attention to detail and take ownership of responsibilities. They will assist in the daily management and administrative functions of the office ensuring a smooth and efficient handling of the day-to-day activities. In addition, they will manage all financial and Human Resource processes for the department.

Responsibilities include:
40% Administer the University Relations budget and handle all financial aspects for University Relations. Analyze and advise the VP on all fiscal matters. Complete Budget Prep, All Funds Budget and RCM budget reports in addition to several Auxiliary report requests. Monitor all budgets throughout the year to ensure the department stays on budget. Point of contact for Shared Service Center ( SSC ). Submit all invoices/receipts to SSC processors with appropriate backup and departmental approval. Check fund balances to ensure adequate amounts. Input requisitions for purchase orders as needed. Review and reconcile deposits processed by SSC . Provide expense breakdowns to area supervisors to assist in fiscal year budgeting. Review and analyze reports for errors or opportunities for cost savings.

30% Manage the Office of the Vice President for University Relations. Advise the Vice President of any problems or issues and recommends solutions as needed. Recommend and implement internal policies, procedures, and guidelines for the VP’s Office to ensure compliance with the universities rules and regulations. Coordinate and manage all fiscal, personnel actions, time administration, payroll, system security, directory, travel, purchases, computer support, building maintenance and property management for University Relations. Coordinate and manage the completion of university reports including the non-academic activity report and the space allocation report. Serve as department contact/coordinator for areas including Asset Management, Effort Reporting, Space Allocation, Records Management. Coordinate and complete submission of university reports with respect to these rolls. Serve as Department Security Administrator, Building Emergency Coordinator and Equity/Diversity Officer.

25 % Maintain calendar schedules and make appointments for the Vice President, handle incoming and outgoing telephone calls and mail, dispense pertinent information; coordinate travel for Vice President and department heads as needed; prepare and maintain correspondence/documents. Provide daily office support to Vice President and Director of Government Relations. Support staff in Tallahassee office as needed including travel, correspondence, meeting coordination and other. Assist in preparing presentations and reports for the President, the Board of Trustees, and others.

5% Perform other duties as assigned.

Minimum Requirements:
Master’s degree in an appropriate area of specialization and three years of appropriate experience; or a bachelor’s degree in an appropriate area of specialization and five years of appropriate experience. Additional college course work may substitute at an equivalent rate for the required experience.

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