Administrative Assistant, Operations

Position Details

The Office of Operations at The University of Tampa seeks an Administrative Assistant to support the Vice President.

Responsibilities 

1. Assist and anticipate needs; schedule and execute meeting arrangements; represent office and serve as initial contact with public; make travel arrangements.

2. Attend and/or assist with meetings, conferences, and special events; may take minutes; respond to emails and other inquiries.

3. Draft routine correspondence that is largely error free and aesthetically pleasing.

4. Maintain confidential information, records, and office and database files; receive, sort, and distribute mail.

5. Perform office/administrative duties; monitor office or department budget, correct and/or balance items or accounts; check figures and forms for accuracy; prepare forms and record for budgets, grant applications, personnel actions and other forms; provide policy or procedural information; order office equipment and supplies, and maintain inventory.

6. Conduct research, investigate queries, and perform other data-gathering tasks; complete annual questionnaires, coordinate accreditation related tasks including those relating to Xiatracs software program, and fulfill other documentation requests.

7. Anticipate and track calendaring and tasks for several University processes and groups; order catering for various meetings and events, design advertising using Canva and other software programs.

8. Update University Catalog and maintain content for Operations web and other online platforms.

9. Participate in on-campus trainings as warranted, particularly those focused on technology used by the University.

10. Support the Daughters of the American Revolution (DAR) with scheduling of meetings and maintenance requests.

11. Work collaboratively with the President’s Office on mutually agreed upon duties including Commencement and Board Meetings which require Saturday and some evening hours each academic year. 

12.  Coordinate Building Lead program which conducts annual emergency fire drills for the university stakeholders in non-residential buildings.

13. Collaborate with Campus Safety in the scheduling of various safety programs, including ALICE and RAD, for the entire campus community.

14. Work to plan and execute the Fall Workshop program and three Student Services Briefings.

15. Coordinate and schedule all annual and bi-annual safety related communications to the campus community.

16. Assist with coordination of veteran student programming and services including Veterans Day, SALUTE Honor Society, Veterans Lounge, and Veterans Orientation.

17. Inventory and replace emergency contact stickers in non-residential classrooms and common spaces.

18. Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds.

Qualifications

1. High school diploma or equivalent, supplemented with course work in office management, bookkeeping, etc.

2. Five years of related work experience, preferably in a postsecondary education environment.

3. Ability to coordinate resources for major projects and tasks involving multiple entities.

4. Ability to learn and apply institutional policies and procedures. 

5. Ability to work independently with limited direction; must be able to anticipate and meet the needs of this position.

6. Attentive to the details of tasks and projects.

7. Excellent ability with software including MS Suite applications, Filemaker Pro, and Access.

8. Ability to master Workday and Adobe functionality.

9. Ability to manage budgetary functions. 

10. Ability to extract data from conversation and documents. 

11. Ability to maintain confidentiality. 

12. Ability to maintain records and files, archiving materials as necessary.

13.  Demonstrated ability to work well with diverse individuals and groups in a fast-paced environment.

Preferred Qualifications

1.    Experience working with military, law enforcement, or emergency management.

2.    Associate’s or Bachelor’s degree. 

Required Attachments

Please be sure to attach all required documents listed below in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application.

1. Cover letter

2. Resume

Pay Rate

$23.59 per hour

Work Schedule

Monday-Friday, 8:30 a.m. to 5:00 p.m.

Summer:  Monday-Thursday, 8:00 a.m. to 5:30 p.m.

Occasional evenings and weekends may be required.

The University of Tampa offers great benefits to include:
•    FREE Tuition
•    Generous paid leave
•    Wellness initiatives
•    100% Employer-Funded Health Reimbursement Account
•    100% Employer-Paid Short & Long Term Disability Insurance
•    100% Employer-Funded Employee Assistance Program
•    Discounted On-Campus Dining Meal Plans
•    FREE On-Campus Parking
•    FREE Access to Campus Amenities (pool, library, campus events and more)
•    Fitness Center 
•    Pet Insurance
•    Flexible Spending Accounts
•    And more!
 

The University of Tampa is an Affirmative Action/Equal Opportunity Employer.  The University seeks candidates with diverse backgrounds to facilitate intercultural awareness and understanding.

Submission Guidelines

To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at time of application submission.  Required documents should be submitted in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application.

Background Check Requirements

Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.

Additional Information

This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.