Executive Assistant III

Job Description :

The Executive Assistant III provides high-level administrative support to the Senior Vice President and Chief Financial Officer. Part of a dynamic division, the incumbent helps support the financial operations of the UF Enterprise by managing critical and confidential matters and serving as a continuous liaison with both internal and external stakeholders. With an in-depth understanding of university structure, policies, and operations, this role performs the following duties :

• Drafts, edits and prepares for signature confidential and routine correspondence, evaluations, reports, and emails; answers, screens and prioritizes phone calls. Researches and summarizes information. Directly provides or coordinates administrative support to the Senior Vice President and other core office staff. Prepare draft agendas, take and distribute minutes as assigned.
• Manages the calendar of the Senior Vice President and Chief Financial Officer
• Coordinates events sponsored and hosted by the Senior Vice President and Chief Financial Officer.
• Coordinates the Senior Vice President’s activities and assignments and acts as liaison between the Senior Vice President and Chief Financial Officer and the President, the Board of Trustees, other Vice Presidents, Deans, Directors, other agency officials and the general public.
• Receives and reviews all incoming written and email communications to the Senior Vice President and Chief Financial Officer’s office and responds accordingly.
• Coordinates gathering of material for the Board of Trustee’s committee on Finance, Strategic Planning and Performance Metrics, Facilities and Capital Investments.
• Schedules and gathers materials for CFO meetings. Ensures that materials for all UF and other committee meetings attended by the CFO are gathered in a timely, complete manner.
• Independently manages projects as assigned by the Senior Vice President. Develops and analyzes reports to determine needs and anticipate future requirements. Examples include gathering salary data, fee and tuition data, and Board of Governors and Board of Trustee requests that require follow-up, among others.
• Assists and advises in the development, evaluation, and implementation of goals and objectives within the Office of the Senior Vice President and Chief Financial Officer. Coordinates office work, official functions and activities and overall operations. Designs and implements processes for the efficient functioning of the office. Reviews, updates and interprets University policies and procedures as related to the department and as they affect personnel, budgeting and purchasing transactions.
• Assists in monitoring annual operating budget for the Office and prepares disbursements. Maintains financial records for the unit providing periodic reports regarding office budget balances and completes monthly account reconciliations. Reviews monthly department reports and PCard expenditures.
• Works with Director of Administrative Services to coordinate CFO office and division-wide meetings and events.
• Acts as backup for all time and labor processes of the unit including reviewing paylists.
• Deposits twice monthly fund transfers from the State of Florida as well as other funds handled through the office.

Expected Salary :

Commensurate with education and experience.

Required Qualifications :

Bachelor’s degree and seven years of relevant experience or an equivalent combination of education and experience.

Preferred :