Administrative Assistant I

Unleash YOUR Potential With Us 

As a next-generation public research institute and Forbes-ranked top employer in Florida, we are an inclusive community of thinkers, doers, creators, innovators, healers, and leaders striving to shape the future and solve the world’s most challenging problems. No matter what your role is, when you join Knight Nation, you’ll play an integral role in pushing us forward to become among the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with uniquely talented faculty, staff, and students across 13 colleges and multiple campuses and regional locations. That means greater challenges to tackle, more meaningful opportunities to grow, and rewarding experiences that go beyond a paycheck. We’re seeking qualified, motivated individuals who will help UCF fulfill its mission in unleashing the potential of every individual, enriching the human experience through inclusion, discovery, and innovation; and propelling broad-based prosperity for the many communities we serve. 

Mathematics:

The mission of the UCF Department of Mathematics is to offer the opportunity for excellence and development to students with visionary and relevant programs of high quality at the undergraduate and graduate levels and to advance mathematical research to benefit society. To accomplish this mission the faculty and the staff of the department have set high goals. The department aims to provide the best undergraduate mathematics program in the state of Florida. We offer doctoral and master’s programs that encourage students to develop into mathematicians. We also foster a dedication to world-class research by faculty and students at all levels in a broad variety of areas of mathematics.

The Department of Mathematics has over 50 faculty members, more than 50 Ph.D. students, and many visiting faculty. The department delivers over 180 classes for several thousands of students.

The Opportunity: 

The Department of Mathematics seeks applications for an Administrative Assistant I. This position serves as the point of contact for the department and assists the Department Chair by being the lead staff for the Math Department. Additionally, the Administrative Assistant I supervises and manages the department office operations, handles purchasing for the department, and serves as the liaison for the math building and IT.

Responsibilities:

• Coordinate the front desk and train work study students and assigns their administrative office functions. Maintain calendar for Associate Chair. Arrange faculty meetings and take minutes, assist with departmental elections, collect assignment of duties, annual evaluations, annual reports, etc., faculty activity system (FAS) reporting, administrative support for faculty searches, etc. Serve as the Initiator for FAS.

• Point of contact for colloquium visitors, retrieve documentation from local and international travelers for reimbursement such as passport, visas, and UCF Global forms. Purchase and prepare refreshments for colloquium. Administrative staff support for faculty searches.

• Assist department chair by being the lead staff for Math Department to input faculty and courses. Order required textbooks for courses each semester. Arrangement of faculty meetings and take minutes. Administer the departmental elections. Collect assignment of duties, annual reports, annual evaluations.

• Purchasing: responsible for ordering all office supplies through Amazon or Staples.

• Responsible for the coordination of all exam copies and maintain file for exams and course syllabi.

• Manage departmental mail from vendors; receive deliveries, verify, sort, and prepare packages/mails for faculty/students to pick up.

• Math Building and IT Liaison for property/building control to include overseeing the facility and resource utilization. In collaboration with the Chair, Point of Contact for Facilities and Safety; Recognize and proactively manage potential problems. Initiate work orders and key control for the Math Building. Provide door access to offices and classrooms to faculty and students.  Open office/lab doors when needed for faculty, students, and visitors. Provides support for space utilization and planning. Coordinate and participate in office space planning, maintenance, equipment, and renovations when necessary. Keep the department web page updated.

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(6) .

Preferred Qualifications: 

• Proficient in Microsoft Office products including Excel, Word, Outlook, and Teams.

• Ability to multi-task and prioritize in a fast-paced environment with deadlines across many areas of operations. Strong attention to detail and organization.

• Strong communication skills, both verbal and written. Effectively communicate with all levels of management, co-workers in other departments, and students.

In particular, it is strongly preferred that the candidate has at least two of the following skills:

• Good working experience with Workday.

• Ability to provide assistance to faculty in Webcourses.

• Familiar with purchasing.

• Familiar with UCF Foundation.

• At least six years of working experience as a staff member in an academic unit in the university.

Are Benefits Important to You? 

Working at UCF has its perks!  In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, UCF offers: 

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

• Paid time off, including annual and sick leave 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, go to the UCF Employee Benefits page click here . 

Who Are We? 

Founded in 1963 to fuel the region’s talent pipeline and support the growing U.S. space program, UCF is built to make a better future for our students and society. It’s one of the reasons U.S. News & World Report ranks UCF among the nation’s top 20 most innovative colleges, while Forbes, Kiplinger, and The Princeton Review rank us a best-value university. UCF is one of 14 universities nationwide designated as both a Hispanic-Serving Institution and a Research 1 university. With 13 colleges, including a fully accredited College of Medicine, UCF offers more than 220-degree programs between its main campus, downtown campus, hospitality campus, academic health sciences campus, and 11 UCF Connect centers located throughout the region. In addition, UCF extends its reach to communities in and beyond Central Florida by offering complete, online programs leading to bachelor’s degrees, master’s degrees, Ph.D.’s., certificates, and more. 

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. 

#LI-ONSITE

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Department

College of Sciences (COS) – Department of Mathematics

Work Schedule

Monday – Friday, 8:00AM – 5:00PM

Type of Appointment

Regular

Expected Salary

$15.66 to Negotiable

Job Posting End Date

01-16-2024-12-00-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.