Job: Administrative Assistant III

General Information
Administrative Assistant III

Number position available:


Job Category:

Position DOES NOT require a Master's degree from an ALA accredited program.


General Responsibility: Reports to Director of Libraries. Assists the Director and Associate Directors in the efficient management of the Administrative Office, and facilitates interaction between that office, library units, the university, and the community.

Administrative Support 45%

  • Provides administrative support for Director of Libraries, one Senior Associate Director, two Associate Directors who comprise the Administrative Council.
  • Arranges and implements conferences and committee meetings, such as statewide CSUL and FALSC meetings.
  • Provides assistance to Administrative Council for professional association specially assigned projects, such as program assistance for Association of Caribbean Research Institutions and Libraries (ACURIL).
  • Coordinates and schedules activities and meetings of the Faculty Senate Library Advisory Committee including preparing agendas, taking, transcribing, and distributing minutes.
  • Facilitates internal communication on behalf of the Director.
  • Maintains calendar and schedules appointments for Director.
  • Serves as ex officio on Director's Advisory Group; scheduling and preparing agendas and minutes; tracking finances; prompting for and arranging for yearly activities, e.g., fundraisers, holiday party, annual service awards, and scholarship. June S. Stillman Memorial Endowed Scholarship: responsible for arranging for publicity, verifying eligibility, preparing and updating the application forms, managing correspondence with applicants, organizing and preparing the annual scholarship award event each fall, which includes creating programs, helping track previous scholarship recipients, inviting family and friends of June Stillman to attend, preparing guestbook and arranging for photographer.
  • Responsible for requesting, distributing, monitoring the issuance of Publix store cards, including tracking issued cards and those lost or no longer needed cards.

Research, Statistical Collection, Report Preparation, and Correspondence 25%

  •  Responsible for preparation of Libraries Annual Report including initiating process, coordinating input from directors and department heads, merging and formatting documents and final preparation of report, including posting report on website and in the institutional repository. Works collaboratively with library department heads to ensure that information is gathered accurately and in a timely manner.
  • Works closely with the Director to compile and analyze library collection and other statistics related to budget issues, which may include the collection of statistical data and preparation of reports for university and national organizations and collection of library monthly operating statistics.
  • Independently composes reports and correspondence, conducting research as necessary. Maintains database for collecting a wide array of data, including tracking and preparing correspondence for donors on behalf of the Director of Libraries, tracking scholarship recipients, employees, ASERL members, etc.
  • Responsible for preparing Director of Libraries travel forms; collecting proposed travel plans for the 40+ librarians as well as keeping track of those plans officially ·approved by the Director of Libraries; spreadsheet provides a running total of travel monies proposed and actually approved to help Director with budgeting. Also works with accountant responsible for travel in IT&R Business Center.

Management of Library Administrative Front Office Operations 10%

  • Responsible for smooth operation of the library administrative front office.
  • Directly supervises and is responsible for training the office assistant (and student assistants and part-time employees, if any); ensures adequate staff coverage of front office
  • Assists in the development and maintenance of administrative office policies and procedures.

Web Management Functions 8%

  • Serves as Web representative for Administration on the Libraries Web Working Group (WWG).
  • Verifies accuracy, clean coding, and compliance to library guidelines of all Administration web pages.
  • Creates, maintains, and edits as requested content for Administration web pages and the Libraries Intranet.

Miscellaneous 7%

  • Press Releases & Publicity: Prepares and distributes press releases and other publicity as required, working with the Associate Director for Communications, Assessment, and Public Relations and the chair of the Exhibits & Events committee.
  • Holiday Mailing: Compiles annual list for holiday cards, working closely with Special Collections & University Archives

Other duties & training as assigned 5%



Minimum Qualifications:   High School Diploma or Equivalent and 4+ years of relevant experience.

Preferred Qualifications:

Excellent interpersonal abilities. Excellent oral communication skills and well-developed writing skills. Ability to plan, coordinate, organize, and prioritize multiple responsibilities. Knowledge of basic office management techniques. Knowledge of UCF personnel/payroll procedures. Filing system knowledge. Basic math skills. Detail-oriented: ability to begin a task and follow through to conclusion; ability to focus in an environment with distractions and interruptions. 

Computer skills (advanced word processing: spreadsheets; desktop publishing: web page creation & maintenance; database management). Ability to use and learn computer software packages, including but not limited to limited to Microsoft Office (Excel, Word, Access, PowerPoint. Publisher, Illustrator, Photoshop, Skype for Business, etc.) and WordPress (web software).



Job open date:

Application deadline:

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Additional information
Library Type:
  • Academic Libraries

Job Type:

Job Location

Physical address where the job position is located.

Job Place:
University of Central Florida Libraries

Job Location:
Central Florida

12701 Pegasus Drive




Institution Information
Institution Name :
University of Central Florida Libraries

12701 Pegasus Drive




Contact Information / How to apply
Contact Name:
Cynthia Kisby

Contact Email:

Contact Phone:

Contact Fax:

How to apply 

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