Administrative Assistant III

Unleash YOUR Potential With Us 

As a next-generation public research institute, 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. 

Facilities and Business Operations:

Facilities and Business Operations is committed to providing service to faculty, staff, students and the community by creating, maintaining, and protecting the educational environment of the university.  We support the goals of UCF by being a leader in providing world-class expertise and service.

The Opportunity:

The Administrative Assistant III is responsible for managing daily operations of office functions within the Housekeeping & Recycling services unit.

Responsibilities:  

Responsibilities for this position include but are not limited to:

• Coordinates the development, implementation, & interpretation of operating procedures, including best practices, and scheduling activities. Assists in insuring that the goals and objectives for the department, division, and university are communicated and achieved. Supports the unit in developing and implementing project & office operations.

• Performs monthly budget reconciliation. Makes routine purchases in accordance with UCF Purchasing and Finance and Accounting guidelines and procedures. Tracks all invoices received and enters into university financial system. Stocks and orders office supplies and forms for the unit. Assist in development of competitive solicitation documents. Research suppliers and obtain quotes, specifications, and other data related to goods and services. As the units property custodian, tracks and records unit physical assets and processes according to university standards.

• Assists with compilation of data, metric reports (KPIs), quality assurance, and with database management. Supports program assessment including information for the university Institutional Effectiveness Plan (IE) & preparation of Annual Reports. Develops and facilitates unit staff meetings, and related presentation materials.

• Creates and modifies departmental manuals, guidelines, SOPs, and handbooks that are consistent with federal, state, and local guidelines. Schedules unit staff meetings, key events affecting the unit, and disseminates pertinent information to unit staff members. • Idea development: Advises in the development, evaluation, and implementation of ideas, goals, and objectives within Facilities and Business Operations and the university.

• Assists with department hiring, training, and on-boarding. Also responsible for employee uniform issuance, safety shoe issuance/tracking, and maintains all staff records, including maintenance of a tracking record for annual performance appraisals.

• Serves as a key point of contact for the unit. Answers incoming calls and disseminates the information as appropriate. Collects and distributes incoming/outgoing mail for Facilities Housekeeping & Recycling services. Assists in the preparation of regularly scheduled department; reports, meeting minutes, and coordinates appropriately to internal, or external administrative units, and regulatory as required. Collaborates with other staff within Facilities and Business Operations.

For additional information, please visit https://fs.ucf.edu/

Minimum Qualifications:  

High School Diploma or Equivalent and 4+ years of relevant experience.

Preferred Qualifications: 

• Proficient with Microsoft Office applications including Microsoft Word, Excel, PowerPoint and data processing software.

• Excellent professional communication skills.

• Ability to problem solve, make sound decisions, manage time, tasks and work.

• Experience working in an office setting.

• Experience managing or working with department budget.

• Ability to handle a high volume of work, to prioritize and work efficiently and independently.

• Ability to quickly change work flow priorities, prioritize multiple tasks, and meet critical deadlines under pressure.

Special Instructions to the Applicants: 

Position requires a valid Class E driver’s license (regular license). The position may involve driving to various locations on and off campus to conduct University business.

If you are selected as the final candidate for an employment opportunity here at UCF, both your position and salary will be significantly based upon the information that you have provided in your application for employment. If certain eligibility criteria are met, the department may grant an above base offer. We urge you to please take the time to complete the application in its entirety.

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 UCF Employee Benefits Guide (12-14-21) 

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. 

Department

Facilities Operations Housekeeping Services (F&S)

Work Schedule

Monday – Friday; 8:00am – 4:30pm

Type of Appointment

Regular

Expected Salary

$20.29 to Negotiable

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:

As an equal opportunity/affirmative action employer, UCF encourages all qualified applicants to apply, including women, veterans, individuals with disabilities, and members of traditionally underrepresented populations. UCF’s Equal Opportunity Statement can be viewed at  http//www.oie.ucf.edu/documents/PresidentsStatement.pdf. 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.