Administrative Assistant I

The Opportunity: 

The Administrative Assistant I position provides administrative support and assistance to the Center for Distributed Learning as well as other areas within the Division. The position will assist with the day-to-day operations of the through disseminating communication, scheduling meetings, preparing documents for meetings, and managing calendars as needed. This position reports to the Program Director, Division Strategy & Engagement but will work with other leadership within the Division.

This is an auxiliary funded position. Employment is subject to availability of funding and may cease at the time funding for this employment is depleted.

Responsibilities:

• Supports projects and programs as needed in CDL/DDL.

• Communication liaison between teams within the division via emails and reports. Assist with meeting agendas and recording minutes for meetings.

• Schedules meetings, set up appointments, and maintain contact lists for as needed. 

• Develops and maintains filing systems, both electronically and physically, in a centralized location for ease of accessibility.

• Maintains, updates, and creates team related databases and applications.

• Assists with the adoption and evaluation of associated workflows and documentations in collaboration with other Administrative Team members.

• Maintains inventory of office supplies and request items as warranted in collaboration with the Administrative Assistant II.

• Records professional development requests and update spreadsheets.

• Provides administrative backup support for other administrative team members as needed such as coverage at the front desk in absence of Administrative Assistant II.

• Updates and maintains the Emergency and New Hire Orientation courses in Canvas.

• Serves as property accountant, maintains inventory lists, and works with Surplus for equipment pickup.

• Collaborates with UCFIT for laptop surplus, new laptop setups, and services with equipment.

• Assists with new hire onboarding tasks using Service Now such as adding/removing from division’s email distribution lists, adding/removing names from copiers, updating organizational charts each month, updating DDL Directories and Information Guides as needed.

• Assists with Event Coordination/Visitor Requests as needed.

• Supports and processes as necessary shipping, postal information, and processes.

• Serves as main contact in the Executive Suite for all inquiries from staff and visitors and routes to the appropriate staff.

• Assists Administrative Assistant II with hospitality associated with room reservations and during DDL social events.

• Sends our general email announcements to the Division as needed.

• Inventories keys and submits requests to Administrative Assistant II as needed.

Minimum Qualifications: 

High School Diploma or Equivalent and 0+ years of relevant experience, or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information

Preferred Qualifications:

• Previous experience working in Higher Education.

• Preference for experience with Workday.

• Good communication skills.

• Proficient with Microsoft Office products, particularly Excel.

• Good time management skills.

• Preference for experience with travel arrangements and procurement.

Additional Application Materials Required: 

• Cover Letter.

• Resume.

Special Instructions to the Applicants: 

This is an auxiliary funded position. Employment is subject to availability of funding and may cease at the time funding for this employment is depleted.

Are you ready to unleash YOUR potential?  

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you’ll play an integral role at one of the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you’ll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and you’ll have countless rewarding experiences that go well beyond a paycheck. 

Working at UCF has its perks! UCF offers: 

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program   

• Paid time off, including annual and sick time off and paid holidays  

• Retirement savings options   

• Employee discounts, including tickets to many Orlando attractions   

• Education assistance   

• Flexible work environment 

• And more…For more benefits information, view the UCF Employee Benefits Guide click here . 

Unless explicitly stated on the job posting, it is UCF’s expectation that an employee of UCF will reside in Florida as of the date the employment begins.

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Department

Division of Digital Learning – Center for Distributed Learning (CDL)

Work Schedule

Monday – Thursday, 8am – 5pm (on site)
Friday, 8am – 5pm (remote)

Type of Appointment

Regular

Expected Salary

$15.66 to Negotiable

Job Posting End Date

03-05-2024-12-00-AM

Veteran’s Preference:   

Preference will be given to eligible veterans and their eligible spouses in accordance with Chapter 295 of the Florida Statutes. Applicants claiming preference are responsible for providing required documentation by the closing date of the position. For more information on Veterans’ Preference, please visit http://hr.ucf.edu/files/VeteransPreference.pdf

Equal Employment Opportunity Statement:

The University of Central Florida is an Equal Opportunity/Affirmative Action Employer including Disabled/Vets.  Click on UCF’s Equal Opportunity Statement to view the President’s Statement.

The UCF affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office of Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.

As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request. 

The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.