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Administrative Coordinator I

University of Central Florida Orlando Full-Time
$36,841.00/ year
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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 issues.

 

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 format.

 

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 updates.

 

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

Salary:

$36,841 to Negotiable

Minimum Qualifications:

Bachelor's or Master's degree and 0+ years of relevant experience.

Preferences:

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

Please Note:  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 website.

Your 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.

The University of Central Florida is an equal opportunity, equal access, and affirmative action employer.

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Administrative Coordinator I
$36,841.00/ year
Estimated Salary: $78K
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UCF is an emerging pre-eminent research university in Florida and one of
the largest universities in the U.S. But we’re not just bigger — we’re
better. We’re one of the best colleges when it comes to quality, access,
impact and value. In fact, Forbes has named UCF one of the nation’s most affordable colleges, while both The Princeton Review and Kiplinger’s rank us a best-value university.





Founded in 1963, UCF and its 13 colleges offer more than 212 degrees from UCF’s
main campus, hospitality campus, health sciences campus, online and through its
10 regional locations. The 1,415-acre main campus is 13 miles east of downtown Orlando and adjacent to one of the top research parks in the nation. Regional campuses are located throughout Central Florida and include a fully 
accredited College of Medicine in the Medical City at Lake Nona.





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