Administrative Assistant III

Classification Title:

Administrative Assistant Iii

Classification Minimum Requirements: High school diploma or equivalent and seven years of relevant experience, or an equivalent combination of education and experience. Job Description:

The College of Liberal Arts and Sciences (CLAS) Dean’s Office is seeking an experienced and motivated Administrative Assistant III to provide advanced administrative support to the Associate Deans. This role requires initiative, strong organizational skills, and the ability to work independently in a fast-paced academic environment.

The Administrative Assistant III will play a key role in supporting graduate and academic administration across the college, managing faculty activity reporting and awards, and assisting with daily office operations. The position also serves as a central liaison to department chairs, graduate coordinators, faculty, staff, and students.

Graduate Affairs and Academic Administration

• Coordinate graduate scholarships, awards, and events for the College, including communications, reporting, and logistics.
• Support graduate academic operations, including admissions processes, policy updates, and graduate program communications.
• Maintain current policies, procedures, and directives related to graduate academic programs (evaluations, admissions, certificates, drop/add).
• Coordinate faculty activity reporting, sustained performance evaluations, and other college-level academic reviews.
• Answer inquiries from department chairs, graduate coordinators, staff, and graduate students.
• Serve as the College Grade Coordinator and assign departmental grade coordinators across CLAS.

Associate/Assistant Dean Support

• Provide administrative support for the Associate Deans, including managing projects, award and scholarship administration, supporting standing committees, and coordinating academic programs and initiatives.
• Prepare and maintain shared files and records; schedule and organize meetings; draft and distribute communications; track follow-up actions.
• Act as a liaison with department chairs, program directors, graduate coordinators, faculty, staff, and students.

Office Support

• Assist the Executive Assistant in supporting the Associate Deans’ schedules, correspondence, and priorities.
• Maintain databases, mailing lists, and college records related to faculty and graduate affairs.
• Support daily office functions, including phone, email, and in-person inquiries, ensuring efficient service and information flow.

Expected Salary:

The salary is $24 – $26 per hour.

This is a TEAMS position—UF’s designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about TEAMS benefits here.

Required Qualifications:

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

Preferred:

• Proficiency with Microsoft Office (Excel, Word, etc.) and PeopleSoft.
• Knowledge of UF academic and administrative policies and procedures.
• Strong written and verbal communication skills.
• Ability to plan, organize, and coordinate multiple assignments independently.
• Professional demeanor when working with faculty, staff, students, and administrators.
• Ability to maintain confidentiality and handle sensitive information in compliance with FERPA and UF policy.

Special Instructions to Applicants:

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references.

This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No.