Administrative Assistant III

College of Engineering and Computer Science:

The UCF College of Engineering and Computer Science is among the nation's largest producers of engineering and technology workforce talent and we are the No. 1 provider of graduates to the defense and aerospace industries. We have more than 40 degree and certificate programs within the college and are continuing to grow. Our students, faculty and alumni address society's greatest challenges and aspirations in aerospace, computing, energy, the environment, healthcare, transportation and more. Our education and research efforts are supported by a strong neighboring industry presence such as L3Harris Corporation, Lockheed Martin, Duke Energy, Siemens, Walt Disney World and NASA, to name a few.

The Opportunity:

Provides administrative support and assistance to Civil, Environmental & Construction Engineering department (CECE) faculty and staff administrative areas and executives. Performs administrative and clerical functions for various units. Duties include answering phones, greeting, referring, assisting others including visitors, customers and staff, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, and providing high-level administrative assistance to executives.

Responsibilities:

• Act as the Civil, Environmental and Construction Engineering (CECE) department Chair's assistant.

• Schedule meetings (in-person or Zoom/Teams) between staff, faculty, visitors, students, and the Chair.

• Provide administrative support to Chairs Directors, Faculty, Management level staff, Human Resources and Financial staff.

• Point of contact between CECS' Dean's Office, CECS departments, SET Staff and the CECE Chair; coordinate and monitor completion of Departmental Staff action items needing disposition or turn in to college, other Department areas.

• Reception area coordinator for the CECE administration office and overseer of front office functions, including support to faculty, staff, students, and visitors needing general information and clerical assistance.

• Participate in CECE faculty search committees as a search assistant by scheduling meetings with candidates and taking notes among other tasks.

• Coordinate travel arrangements, events and special administrative projects to include preparation of travel itineraries.

• Conduct inventory of and order office supplies, manage the receiving and distribution of all department mail and packages, manage requests for use of departmental facilities/services

• Assist with equipment or facility issues in coordination with Facility Manager.

• Coordinate document demands, information requests for routing to appropriate University & CECS Offices within required timelines.

• Prepare routine documents, spreadsheets, PowerPoint presentations, flyers, correspondence and communication materials and reports.

• Coordinate meeting spaces and arrangements.

• Collect statistical information and metrics about Departmental programs for reporting purposes to the College.

• Use word and data processing software to complete necessary correspondence, database entries, and reports.

• Coordinate events for CECE faculty meetings, retreats, IAB, conferences and other special events, finding meeting space, flyers, agendas, refreshments, and invites.

• Coordinate the department biannual faculty retreat and other departmental faculty meetings by finding event location and ordering refreshments.

• Other administrative duties as assigned by Departmental Chair.

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 of progressively responsible administrative support experience in a professional office setting.

• Proven track record of supporting department-level leadership in a higher education or non-profit organization.

• Skilled at performing quality assurance and quality control (QA/QC) checks on documents, reports, or data to ensure accuracy, completeness, and adherence to established standards or guidelines.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office productivity tools.

• Adept at coordinating meetings and travel arrangements for executives or teams.

• Demonstrated experience preparing reports, presentations, or correspondence for department leadership.

• Familiarity with enterprise-level administrative systems used for finance, HR, or academic operations (such as Workday or similar platforms) is a plus.

• Experience planning or supporting events such as retreats, conferences, or faculty searches.

• Proven organizational skills with the ability to manage multiple competing priorities in a fast-paced environment.

• Exceptional written and verbal communication skills, including experience handling sensitive or confidential information with discretion.

Department

Work Schedule

Type of Appointment

Expected Salary

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

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.