Administrative Assistant III

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

The Opportunity:

The University of Florida's College of Journalism and Communications (CJC) is seeking an experienced and detail-oriented Administrative Assistant III to support the Divisions of Graduate Studies and Research. This role involves managing graduate assistantships, fellowships, adjunct faculty, and student work assignments, as well as processing financial transactions and providing administrative support for research projects. The ideal candidate will have excellent organizational skills, a strong understanding of university systems, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

• Personnel and Appointment Management: Process graduate assistant (GA) and adjunct faculty appointments, including payroll distributions, tuition waivers, and related documentation. Manage fellowships, graduate scholarships, and ensure all forms, evaluations, and compliance materials are up to date.
• Financial and Procurement Support: Handle financial transactions such as travel reimbursements, vouchers, and P-card purchases. Oversee procurement and purchasing activities for graduate and research divisions, including research participant payments and grant-funded expenditures.
• Event Support: Support events, including Doctoral Visitation, Graduate Orientation, Research Fridays, and other appreciation events. Manage travel arrangements and reimbursements for faculty and students participating in these events.
• Administrative Support: Provide general administrative assistance to the Graduate and Research divisions, including preparing reports, assisting with special projects, and ensuring smooth daily operations for both divisions.

Why work with us?

UF is a top ranked University: The University of Florida is ranked #6 among public universities by U.S. News and World Report. UF has a student body of over 55,000 who come from all 50 states in the United States and more than 100 countries.

Gainesville is an ideal location: Gainesville is in a central location to both the Gulf of Mexico and the Atlantic Ocean, providing easy access within a day’s drive to beaches, nature preserves, theme parks, and water-based activities. Explore Gainesville in 60 Seconds.

Our benefits are incredible: We offer top-of-the-line health insurance, a huge selection of supplemental plans, state retirement programs and more. Explore the comprehensive suite of options: https://hr.ufl.edu/benefits

We promote work-life balance: You will earn over a month of leave time every year plus 2 weeks of holidays and 8 weeks of paid family medical leave for life events. Accrual starts day 1 of employment! Check out all leave programs: https://hr.ufl.edu/leave

Advance your education: The University of Florida cares about developing its team members, and that includes reduced tuition toward higher education. We would support work toward earning a master’s or doctorate. See: https://hr.ufl.edu/professional-development/eep

If an accommodation due to a disability is needed to apply for this position, please call (352) 392-4621 or the Florida Relay System at (800) 955-8771 (TDD).

For additional questions or more information, please contact Max Williams at mandomax@ufl.edu.

Degrees earned from an educational institution outside of the United States are required to be evaluated by a professional credentialing service provider approved by the National Association of Credential Evaluation Services (NACES), which can be found at http//www.naces.org/. The application packet will be submitted as one PDF file through the UF Jobs website at https://jobs.ufl.edu/. All candidates for employment are subject to a pre-employment screening, which includes a review of criminal records, reference checks, and verification of education.

The University of Florida is an Equal Opportunity Employer.

Florida’s Government-in-the-Sunshine Laws require that all documents relating to the search process, including letters of application, nomination and reference, be available for public inspection.

$45K-$55K Annually

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

Proficiency with UF Go, myUF Market, and financial systems.

Familiarity with financial transactions, such as vouchers, travel reimbursements, and P-card purchases.

In order to be considered, you must upload your cover letter, resume and three references. 

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.