OPS Executive Assistant

Full-time, OPS (Other Personnel Services, i.e., temporary). Initially, one year, with potential for renewal.

Working Title: Executive Assistant to the Acting Program Director

Date of Expected Hire: As soon as possible

Work Location: Main UF Campus, Gainesville, FL

Work Schedule: Monday – Friday 8am-5pm with 1 hour lunch

The Center for Arts in Medicine in the College of the Arts seeks a highly experienced executive assistant to exercise sophisticated judgement, informed and effective prioritization, and excellent writing skills to support the center’s acting program director. The successful candidate will utilize these skills and their organizational, calendaring and project management skills to support the program director of the academic/curricular arm of the center; a center helping to lead the way in providing and teaching future generations to provide more arts access and engagement for patients and communities in the United States and internationally. We encourage you to learn more about the work you would be supporting by watching this 8-minute segment: https://www.pbs.org/newshour/show/artists-work-next-to-doctors-to-help-with-healing-in-hospitals which aired on the PBS News Hour Monday, June 27, 2022.

The University of Florida College of the Arts intends to be a transformative community, responding to and generating foundational shifts in the arts and beyond. As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. We seek a colleague who engages with openness and enthusiasm for the work and the mission of the college. We seek a colleague who co-creates a diverse, inclusive, equitable, and accessible workplace while striving for professional and organizational improvement. We seek a colleague who identifies as a trusted steward of resources, balancing institutional requirements and the demand for innovative solutions.

The University of Florida is an equal opportunity institution dedicated to building a broadly diverse and inclusive faculty, seeking faculty of all races, ethnicities, genders, backgrounds, experiences and perspectives.

Responsibilities:

Read and prioritize the acting program director’s (referred to as “director”) emails.  Prepare summary reports to the director of what needs attending to in what order. 

Research, gather and summarize information that may be useful to the director in determining next steps or making decisions.   

Draft, edit, and prepare all levels and forms of communications including public, confidential, high level and routine correspondence, evaluations, reports, and emails. 

Track, maintain documentation on, and report to the director on all time-sensitive action items in the center. 

Manage director’s calendar; determine priorities for and schedule all regularly scheduled and unique meetings and appointments. 

Assist in meetings as needed; draft agendas, priorities, talking points and record/draft/distribute minutes (as needed). 

Arrange travel and accommodations for the director and complete reimbursement processes. 

Make or facilitate purchases or purchasing processes as needed by the director. 

Work with other center staff to keep all supplies or other items on hand for the director. 

Create and maintain efficient filing and documentation systems. 

Assist director with budget or financial tracking systems.  This may include working with the college fiscal team. 

May be asked to arrange and coordinate a variety of functions and events (specified by the director) 

Requirements

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

Evidence of success in promoting an environment that advances access, equity and inclusion.