Administrative Assistant III

The Opportunity:

The Administrative Assistant III assists the Director, Townes Institute Science and Technology Experimentation Facility (TISTEF) in administrative activities and coordinates various processes and projects. This position is the primary administrative support and has primary responsibility for a wide variety of complex and difficult processes. These higher-level responsibilities are associated with work unique to the department/facility and are well-established, ongoing, and can change dynamically due to the complex nature of operations. The higher level responsibilities may include managing interactions with federal agencies, including the Space Force and NASA, defense contractors, as well as managing multiple complex purchasing activities, coordinating complex processes involving the participation of many individuals or multiple units, etc., and planning travel. The Administrative Assistant III may assign and/or monitor the work of other staff, student workers, or Graduate Assistants.

Responsibilities:

• Provide administrative support to the TISTEF Director and team. Schedule appointments, visitors, and maintain organizational calendars for the facility. Special attention to determining proprietary or sensitive operations and deconflicting space and personnel as required. Create and maintain filing systems, both electronic and physical. Create marketing materials for distribution and promotion.

• Schedule and coordinate all UCF staff, facility customer meetings, NASA and Space Force, and other visitors' plans with TISTEF. This includes validating citizenship requirements, managing foreign national visitor paperwork, and scheduling FN escorting as required.

• Act as TISTEF’s NASA badging official to manage NASA badging requirements, schedule safety training, compliance to NASA rules and regulations, and keep records of access and badging. Act as TISTEF’s Space Force badging and foreign visitor request official for access to Space Force property and facilities.

• Provide support as travel coordinator for operations and personnel, purchasing support as needed, and coordinate and deconflict testing events through logistics, personnel, shipping, meals, and schedules.

• Assist in preparation, submission, and tracking of all test plans, including Directed Energy plans for the Space Force, corresponding with and obtaining FAA and Laser Clearinghouse approvals, and coordinating with other local agencies.

• Perform other job-related duties as assigned.

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(6)

Preferred Qualifications:

• Associate degree or higher.

• 10+ years of relevant experience.

• Proficient computer skills.

• Experience with Badging and handling confidential information.

• Critical thinking and analytical skills.

• Able to support nights and weekends as needed.

• Experience with Workday management software is a plus.

Special Instructions to the Applicants:

This is an Auxiliary (AUX) funded position. Employment is subject to availability of funding and may cease at the time funding for this employment is depleted.

The facility is an outdoor testing site. Employee may be required to complete NASA escape respirator training for access to facility.

Due to the nature of the work, candidates must be able to work nights and weekends as required by operations. Nighttime operations can consist of 8-hour shifts through the night for up to 1 week straight.

Must be able to obtain a security clearance and be able to pass a background investigation to obtain a NASA badge, and Space Force badging as needed.

Hybrid work schedule or remote work within the state of Florida may be considered based upon specific circumstances and candidate qualifications.

If you are selected as the final candidate for an employment opportunity here at UCF, both your position and salary will be significantly based upon the information that you have provided in your application for employment. We urge you to please take the time to complete the application in its entirety.

Department

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Type of Appointment

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Job Posting End Date

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

Equal Employment Opportunity Statement:

The University of Central Florida is an Equal Opportunity/Affirmative Action Employer including Disabled/Vets.  Click on UCF's Equal Opportunity Statement to view the President’s Statement.

The UCF affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office of Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.

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

The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.