This position provides direct, executive-level administrative,
project, and professional support primarily to HR Administration.
Coordinates a range of highly complex responsibilities including office
operations for the HR Administration unit, establishing priorities,
setting deadlines, problem solving, and anticipating the needs of the
unit and acting accordingly. Manages multiple tasks with competing
priorities and deadlines independently and with supervision; functions
efficiently and effectively in a fast-paced environment; uses
independent judgment in decision-making regarding sometimes highly
sensitive or controversial issues. Consistently handles confidential
information, including HR and financial information, in a professional
and discreet manner. Serves as unit liaison to university and public
entities. Supervises student employees.
Administrative Coordination: In support of the HR
Administration, this position acts as the main point of administrative
contact for workflows and timelines of the HR Administration unit.
Ensures operational effectiveness and efficiency of unit, maintaining
compliance with university policies and department procedures, while
optimizing customer service.
- Manages regular office operations for HR Administration and
additionally supports HR Accounting and Operations with administrative
support. Responsibilities include communications and document
management, professional development and travel arrangements and
expenditures, performance appraisal coordination, and scheduling and
leave tracking for HR leadership. Supervises student employees assigned
to the unit.
- Organizes and manages daily calendars for the HR Administration
unit, ensuring appropriate access and effective utilization of time;
keeps appointments and meetings on time; arranges variety of routine and
non-routine meetings; and responds to meeting invitations.
- Serves as liaison to the HR leadership team on day-to-day
administrative and strategic tasks, facilitating daily communication,
general planning, and problem solving.
- Anticipates the needs of the job and acts accordingly, providing
non-routine office support and problem solving as needed, including ad
hoc customer service and support for "last resort" communications from
HR stakeholders on otherwise unresolved matters such as employee and
labor relations, compensation, benefits, pay, and other HR operational
Communications: Supports the planning and execution of HR
Administration unit communications. Serves as a point of contact and
administrative liaison for HR Administration, communicating on behalf of
HR Administration to stakeholders both within and external to the HR
department and the university. Answers phones and greets visitors,
properly handles incoming phone calls and e-mails, some of which may be
highly sensitive or confidential, screening and redirecting as
appropriate. Coordinates with appropriate HR staff and the office of
Communications and Marketing for information collection and/or HR input
for public media requests. Provides information and handles issues that
may require sensitivity and use of sound independent judgment, which may
be confidential in nature and may involve administrative and policy
decisions; including actions relating to the board of trustees and
issues relating to the employees of the university, such as
investigations, grievance resolutions, collective bargaining,
compensation actions, performance appraisals. Under unit leadership,
works to support branding of HR messaging in print and digital
communications to ensure consistency with UCF Communications and
Marketing guidelines. Composes and reviews drafts of written
correspondence, presentations, or documents as needed for communication
both internal and external to HR and the university; analyzing and
editing to ensure accuracy and appropriateness of content, grammar, and
Document Management: Reviews and routes documents submitted
for signature, ensuring accuracy, appropriateness, completeness, and
compliance with university policies and procedures. Develops and
maintains a filing cross-reference system for internal and external
correspondence. Tracks performance appraisals for HR Administration.
Maintains HR department organizational chart, making regular website
Meeting and Event Support: Prepares for daily meetings and
coordinates special events as needed, ensuring all necessary documents
and resources are provided in advance. Gathers data and information as
requested to assist in the preparation of reports, presentations, and
meeting participation. Coordinates logistical, protocol, technological,
and administrative arrangements for meetings, conferences, and special
events. Corresponds with participants regarding agenda and subject of
meetings, providing background materials as appropriate. Scribes for
meetings as requested.
Project Support: Provides administrative support for HR
initiatives and project work as assigned, assisting with scheduling,
research, presentations, documentation, and communication. Participates
as assigned for various work groups and committees that are periodically
organized and needed for HR functions or projects.
Technological Support: Provides technological expertise and
innovation to HR Administration, acting as liaison to UCF IT for the
section and leading efficient processes and presentations through
digital applications. Ensures appropriate technology support for HR
Administration meetings. Researches, tests, and makes recommendations
regarding relevant technological advances to HR Administration.
Other Duties as Assigned: Follows up on decisions and /or
directives of HR Administration to ensure implementation and/or
completion. Assists other HR units as needed.
Job #: 498027
Open Date: August 09, 2019
Closing Date: August 15, 2019
$36,841 to Negotiable
Bachelor's or Master's degree and 0+ years of relevant experience.
Position requires the ability to follow oral and written directions
and to work independently while contributing to a cooperative work
environment. Should be able to accurately plan, develop, and coordinate
multiple assignments; often with shifting priorities, with a high degree
of attention to detail. Should possess excellent oral and written
communications skills as well as computer and technology expertise.
Special Instructions: n/a
Applicants MUST apply through www.ucf.edu/jobs
. No paper applications, resumes, cover
letters or emails will be accepted or considered for this A&P
position. Cover letters, resumes, and
other documents can be attached through the www.ucf.edu/jobs
assistance with the University of Central Florida’s Affirmative Action Plan
implementation is appreciated. The
University collects VOLUNTARY declarations of race and gender and uses the
information to compile statistics on recruitment success. If you choose to
assist your demographic information will be used only for affirmative action.
University of Central Florida is an equal opportunity, equal access, and
affirmative action employer.