Administrative Assistant II- Academics College of Nursing

Job no: 536640
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 31010100 - NR-DEAN-ADMINISTRATION

Classification Title:

Administrative Assistant II- Academics College of Nursing

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description:

The College of Nursing is seeking a dependable and highly organized Administrative Assistant II to provide direct support to academic leadership, including the Executive Associate Dean, Senior Associate Deans, Associate Deans, and Department Chairs. This role is essential to the smooth operation of the academic leadership team, ensuring efficient scheduling, communication, and logistical coordination.

Key responsibilities include managing calendars, coordinating travel and faculty recruitment logistics, and serving as a reliable point of contact for both internal and external stakeholders. The ideal candidate will demonstrate professionalism, discretion, and strong organizational skills in a dynamic academic environment.

Administrative Support

• Provide general administrative assistance, ensuring smooth day-to-day operations by anticipating needs, managing priorities, and responding promptly to requests.
• Draft, proofread, and format correspondence, including memos, emails, reports, meeting notes, and other professional communications.
• Assist with administrative procedures such as ordering supplies, submitting work orders, coordinating office logistics, and processing basic forms (e.g., reimbursements, purchase requests, or onboarding materials).

Scheduling Management

• Proactively manage calendars for multiple academic leaders.
• Coordinate a high volume of meetings while balancing competing priorities, ensuring alignment with leadership availability and key academic deadlines.
• Coordinate recurring and ad-hoc meetings, ensuring availability of participants.
• Prepare and distribute agendas and basic meeting materials.
• Arrange meeting logistics, including reserving rooms, setting up Zoom or other virtual platforms, arranging catering (if applicable), and confirming audio/visual and other technical needs.
• Anticipate potential scheduling conflicts and adjust with minimal disruption.

Travel and Event Coordination

• Coordinate travel arrangements for academic leadership and invited guests, including booking flights, lodging, ground transportation, etc.
• Support finance team with collecting documentation needed to process travel authorizations and reimbursements in compliance with university policies and procedures.
• Support faculty recruitment efforts by managing logistics for candidate visits. This includes creating itineraries for multi-day interviews, coordinating schedules, booking travel and lodging, arranging meetings, meals, campus tours, and transportation, and clearly communicating schedules to all stakeholders.

Other

• Other duties as assigned or needed

Expected Salary:

$18.00-$22.00 commensurate with education and experience

Required Qualifications:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred:

• Experience in a higher education or academic environment.
• Proficiency in Microsoft Office Suite and calendar management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.

Experience supporting leadership and managing sensitive information with discretion and confidentiality

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.

Health Assessment Required: No

Salary : $18 - $22