Administrative Assistant II

Modern Languages & Literatures:

The Department of Modern Languages and Literatures (MLL), located in the College of Arts and Humanities (CAH) at the University of Central Florida (UCF) is a student-centered department with a collegial and friendly faculty and staff.  The Department offers B.A. and M.A. degrees, as well as undergraduate and graduate certificates, and is known for excellence in research, teaching and service to students and the community.

For more information about the Department of Modern Languages and Literatures, please visit our website at https://cah.ucf.edu/languages/.

The Opportunity: 

UCF's Department of Modern Languages & Literatures (MLL) seeks applications for an Administrative Assistant II. Located in the main office of MLL, the Administrative Assistant II will work directly with the Chair of Modern Languages & Literatures in all aspects of department operations. This position directly supports faculty needs and maintains departmental personnel and budget records and is the primary point of contact for CAH Business Centers. The position is also responsible for understanding and upholding all UCF rules, policies, and procedures related to office operations.

Responsibilities:

• Works directly with CAH Business Centers on budget, HR, and travel processes, and tracks and provides required documentation. Assists chair with budget projections/needs for the department, including summer schedule and Foundation activity. Makes approved purchases on expense card and processes necessary documents in Workday.

• Responsible for organizing and maintaining up-to-date files and tracking faculty and department-related records, which include department and CAH committee membership, promotion/tenure process, faculty awards, travel, special initiatives, grants, study abroad proposals, and others. Coordinates all departmental election processes and tracks results. Responsible for understanding related policies and safeguarding confidentiality.

• Assists Chair with processing personnel-related actions such as assignments of duties, annual evaluations, hiring documents and reference checks, position advertisements, etc. Primary point of contact for departmental search committee activities, including handling logistics of job postings, candidate interviews, filing of committee minutes, etc. Completes HR exit checklists for faculty and submits to CAH HR Business Center, as well as other internal offboarding requirements.

• Monitors and responds to emails sent to the main MLL account. Facilitate Senior Citizen class audit requests by coordinating with faculty and Registrar. Facilitates evaluation of exchange-student course requests. Reviews and submits completed registration forms (such as overrides and Undergraduate Registration Agreements) to CAHSA and maintain departmental files for all such forms. Manages late add/drop/swap requests.

• Oversees the functioning of the front desk. Covers front desk as needed, greeting all students, faculty, staff, and visitors upon their entry to the departmental suite and providing assistance.

• Assists Chair with setting up meetings, maintaining calendar, and disseminating communication to faculty/staff/adjuncts/GTAs. Creates and disseminates instruments such as Qualtrics surveys. Supports departmental events, including securing refreshments, set-up, and break-down. Attends monthly departmental meetings, taking attendance and minutes. Creates and updates slides for front desk information TV monitor.

• Serves on and supports activities of MLL Scholarship committee (including interfacing with and providing all documents to Financial Aid for selected students), Collegiality and Transparency Team, and other departmental committees as appropriate. Serves as liaison with CAH IT committee and Marketing/Communication committee, relaying related information back to Chair and disseminating to department.

• Supports faculty with photocopying of exams and other documents, issuing and tracking office keys, reserving meeting rooms, assisting with outreach and other events. Updates and maintains faculty contact and office hours information. Assigns mailboxes for faculty and GTAs. Acts as departmental property custodian. Maintains inventory of equipment and supplies and submits supply orders as needed. Processes incoming and outgoing mail, including USPS, FedEx, and other delivery services.

• Backs up Administrative Coordinator II on duties related to departmental operations. 

Minimum Qualifications: 

High School Diploma or Equivalent and 2+ years of relevant experience, or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).

Preferred Qualifications:

We welcome candidates with any of the following experience:

• 4+ years of experience working in an educational environment, which includes customer service, working with faculty and students, and interacting with other institutional units.

• Experience working in an administrative or office support role in higher education.

• Experience with budgeting and human resources processes, including record-keeping.

• Experience with Workday, Microsoft Office Suite, Qualtrics, and similar programs.

• Prefer candidate who is bi- or multi-lingual in order to work effectively with customers and team members.

• Bachelor's degree or equivalent years of experience.

• Detail-oriented, adaptable, and takes initiative within parameters of assigned duties.

Additional Application Materials Required:

In addition to the application, applicants should submit a cover letter, resume and the names and phone numbers of two past or present supervisors to be references.

Note: When applying please have all your documents ready to upload at the same time. Once the submission process is finalized, the system does not allow applicants to submit additional documents later.

Special Instructions to the Applicants:

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

Are you ready to unleash YOUR potential?  

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you’ll play an integral role at one of the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you’ll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and you’ll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers: 

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program 

• Paid time off, including annual and sick time off and paid holidays

• Retirement savings options 

• Employee discounts, including tickets to many Orlando attractions 

• Education assistance 

• And more…For more benefits information, view the UCF Employee Benefits Guide.

Dive into our Total Rewards Calculator to discover the diverse selection available to you, giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

Unless explicitly stated on the job posting, it is UCF’s expectation that an employee of UCF will reside in Florida as of the date the employment begins.

Department

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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.