Administrative Assistant III

College of Engineering and Computer Science:

As Florida's premier engineering and technology university, UCF is among the nation's largest producers of engineering and technology talent. The UCF College of Engineering and Computer Science (CECS) offers students a world-class education and research opportunities alongside unrivaled partnerships with industry leaders such as L3Harris Corporation, Lockheed Martin, Duke Energy, Siemens, Walt Disney World and NASA. Focused on addressing society's biggest challenges, faculty and alumni are national leaders in energy, aerospace, computer vision, cybersecurity, transportation, health care and the environment, areas of focus that will drive the college's future growth. UCF is the nation's No. 1 provider of talent to the aerospace and defense industries, and the college is home to the national champion student cyber defense team and one of the nation's top computer programming teams.

The Opportunity:

Provides administrative support within academic or administrative offices. Receives, screens, and directs incoming calls, visitors, mail, and e-mail. Prepares and maintains files and records according to established guidelines. Uses business software applications to prepare correspondence. May arrange meetings, coordinate travel, and track expenses and other budgetary transactions.

Responsibilities:

• Maintains Associate Dean’s calendar. Provides all aspects of administrative support to the Associate Dean.

• Manages and directs the CECS Academic Affairs front desk team which consists of a USPS Administrative Assistant I and OPS Student Assistants. Assist students, parents, faculty members, community partners and university staff in person, via email, mail, and phone.

• Assists the Director of CECS Academic Affairs Office and SSWB coaches, Dean's office (Dean and Dean's Executive Administrative Assistant), CECS Facilities Manager, Introduction to Engineering Course (Instructor, GTA, TA's, etc) and Evaluation & Proficiency Center (EPC) as needed.

• Serves as the point person for Student Perception of Instruction for CECS faculty and staff, and Faculty Activity System worksheets for the CECS Academic Affairs Office (AAO).

• Manages CECS Lost & Found.

• Coordinates textbook ordering in collaboration with the UCF Bookstore, CECS faculty, and administrative assistants.

• Oversees Curricular Practical Training (CPT) applications for CECS international students and prepares them for Associate Dean approval.

• Coordinates programs and events for CECS Academic Affairs including CECS Resume Workshops, Order of Engineer, and the Pledge of the Computing Professional ceremonies.

• Sends strategic emails to UCF students, faculty, and staff lists. Coordinate updates to AAO’s email accounts, telephones and websites.

• Maintains and processes the budget for the CECS offices: Academic Affairs and The Center for Online and Virtual Education (COVE). Advises Associate Dean and Directors on specific Academic Affairs Office needs. Liaison for AAO departments (Associate Dean, Intro to Engineering course, COVE, and EPC) regarding budgetary needs. Processes Inter-Departmental transfers. Produces monthly budget reports for the Associate Dean for discussion with CECS Finance Business Center. Responsible for ordering and reconciling purchases, travel, and all other purchases/programs for CECS AAO departments.

• Door access: Assist Associate Dean and the CECS Facilities Manager with ordering and return of keys and coordinating card access for all CECS offices/labs. Oversee and maintain the Engineering I Conference Room, and the CECS Lactation Privacy Room.

• Personnel: Assist with hiring of A&P, USPS, and OPS positions in AAO. Interview and hire USPS and OPS staff members. Oversees advertisement and maintenance of work-study positions and related account balances. Participates in hiring search committees & campus committees as directed by Associate Dean. Sets up offices, phone directory entry, ordering of equipment and supplies, and any other boarding needs for new hires as needed. Maintains employment records for AAO. Process Administrative Assistant I and CECS AAO student assistant payroll in Workday.

• Assists Associate Dean with UCF Excellence Awards and Order of Pegasus Awards (receiving nominations, coordinating committee meetings, process correspondence, award letters, certificates, and payouts). Oversee and maintain records of university and college awards by CECS faculty for the Associate Dean and the Award Committee.

• Serves as backup to CECS Dean’s office for coordinating meetings, sending emails, and responding to student issues.

Minimum Qualifications:

High School Diploma or Equivalent and 4+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information.

Preferred Qualifications:

• 4+ years in an administrative or office support role.

• Experience supporting leadership in higher education, particularly in a public institution within Florida.

• Experience supervising administrative staff or student workers.

• Demonstrated ability to manage executive calendars with discretion and independent judgment.

• Proficiency with Microsoft Office Suite; experience using Workday or similar large ERP system.

• Working knowledge of budget management to include office supplies, P-card expenditures, and reimbursements.

​Special Instructions to the Applicants:

Applicant must be authorized to work for any U.S. employer, as sponsorship is not available for this position.

The anticipated hourly range for this position is $20.29- $25.88. The final salary will be determined based on the candidate's qualifications, experience, and internal equity considerations.

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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

As a Florida public university, the University of Central Florida makes all application materials and selection procedures available to the public upon request.  

UCF is proud to be a smoke-free campus and an E-Verify employer. 

If an accommodation due to a disability is needed to apply for this position, please call 407-823-1336 or email onac@ucf.edu.

For general application or posting questions, please email talent@ucf.edu.