University of Florida - Details - Administrative Assistant III

Administrative Assistant III

Apply now Job no: 540435
Work type: Staff Full-Time
Location: St. Johns
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:57130100 - WH-ADMINISTRATION

Classification Title:	Administrative Assistant III
Classification Minimum Requirements:	High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Job Description:	Key Responsibilities 1. Calendar and Scheduling Support • Manage and maintain the Director's calendar, including scheduling meetings with faculty, staff, university offices, and external partners. • Coordinate meeting logistics and communicate scheduling updates as needed. • Monitor schedules and bring potential conflicts or issues to the Director's attention. • Assist with travel arrangements and related logistics. 2. Meeting Coordination and Follow-Up • Schedule meetings and coordinate agendas, materials, and logistics. • Prepare background materials and briefing information as requested. • Maintain records of action items and assist with follow-up on outstanding requests. • Coordinate distribution of meeting materials and related communications. 3. Communication and Administrative Support • Draft routine correspondence and communications for review by the Director. • Monitor incoming requests and help ensure timely responses. • Route inquiries, documents, and requests to the appropriate individuals or offices. • Assist with document preparation, signatures, and administrative workflows. 4. Administrative Support for Director-Led Activities • Assist with preparation and organization of reports, presentations, and supporting materials. • Coordinate logistics associated with committees, faculty searches, recurring meetings, and other Director-led activities. • Maintain files, records, and reference materials associated with the Director's Office. • Assist with organizing information and materials related to strategic planning and annual reporting activities. 5. Visitor and Event Support • Coordinate logistics for visits involving faculty candidates, collaborators, donors, and university partners. • Assist with planning and implementation of events involving the Director. • Ensure visitors and events are organized and professionally managed. 6. Project and Administrative Tracking • Maintain simple systems to track key deadlines, action items, and recurring activities. • Help monitor progress on administrative tasks and bring outstanding items to the Director's attention. • Maintain calendars and reminders associated with recurring reports, meetings, and annual activities.
Expected Salary:	Salary will be commensurate with experience and education.
Required Qualifications	High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
Preferred:	2+ years of administrative or executive support experience, preferably supporting senior leadership Advanced proficiency in Microsoft Office Suite (especially Outlook, Excel, and PowerPoint) Experience managing complex calendars, coordinating meetings, and handling travel arrangements Strong written and verbal communication skills, with experience drafting professional correspondence Demonstrated ability to handle confidential information with discretion and professionalism Experience preparing reports, presentations, or briefing materials Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines Customer service mindset with the ability to interact effectively with internal and external stakeholders
Special Instructions to Applicants:	In order to be considered, you must upload your cover letter and resume. 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 our Veteran's Preference Page for more specific information.
Health Assessment Required:	No

Advertised: 01 Jul 2026 Eastern Daylight Time
Applications close: 15 Jul 2026 Eastern Daylight Time

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Position	Department	Location	Closes
Administrative Assistant III	57130100 - WH-ADMINISTRATION	St. Johns	15 Jul 2026
The UF Whitney Laboratory for Marine Bioscience is seeking a highly motivated Administrative Assistant III. This position will provide administrative and coordination support to the Director of the Whitney Laboratory. The position helps ensure that day-to-day operations of the Director's Office run efficiently and provides organizational support for meetings, communications, and administrative activities. Initially, the position will focus on calendar management, meeting coordination, communication support, and visitor logistics. Under general supervision, the position requires proactive problem-solving, independent issue-handling, and anticipation of unit needs.