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Assistant Director, Administration

3 weeks ago

Jacksonville, Florida, United States Jacksonville University Full time

Job Title: Assistant Director, Administration & Strategic Initiatives 

Department: External Affairs

Position Reports to (Position Title): Chief of Staff, External Affairs

Position Class/Type: Exempt, Full Time

Job Summary

Jacksonville University is seeking a highly organized and proactive professional to serve as the Assistant Director of Administration and Strategic Initiatives for External Affairs. This pivotal role supports the Chief of Staff for External Affairs and senior leadership across the division, ensuring operational excellence, administrative efficiency, and strategic execution of key initiatives. The Assistant Director will manage budgetary functions, streamline processes, and serve as a project manager for cross-functional efforts spanning Advancement, Marketing, External Relations, Government Relations, Economic Development and the comprehensive Campaign. In addition, this position will serve as the primary point of contact for the Office of External Affairs ensuring a professional, welcoming, and well-functioning environment for internal and external stakeholders while on campus.

Supervisory Responsibilities

· Interviews, hires, and trains a student workforce as necessary.

· Evaluates performance and provides timely feedback.

· Manages the budget and resources associated with the area.

Duties & Responsibilities

Executive & Administrative Support

· Provide high-level administrative support to the Chief of Staff for External Affairs and senior leadership across the division including the Senior Vice President for External Affairs and Vice President of University Advancement.

· Manage calendars, prepare briefings, coordinate meetings, and ensure timely follow-up on action items.

· Handle sensitive and confidential information with discretion and professionalism.

Office Management & Point of Contact

· Serve as the main point of contact for the Office of External Affairs, managing day-to-day operations and in-person office needs based on the workflow of the area.

· Ensure the office environment is organized, professional, and responsive to visitors, partners, and university stakeholders.

· Coordinate logistics, supplies, and space planning to support team productivity and collaboration

· Build organizational commitment to values, culture, and employee engagement within the division beginning with the onboarding process of new team members and continuation of retention efforts with existing team members.

Operational Excellence & Process Improvement

· Develop, implement, and maintain best practices for administrative operations across External Affairs teams.

· Identify inefficiencies and lead process improvement initiatives to enhance productivity and collaboration.

· Serve as a central resource for operational guidance and troubleshooting.

Budget & Resource Management

· Oversee all budget-related functions for External Affairs, including purchase card reconciliation, invoice processing, and financial reporting ensuring compliance with university financial policies and procedures.

· Collaborate with individual departments to support resource planning and budget forecasting.

Project Management & Strategic Initiatives

· Serve as project manager for high-impact initiatives across the division.

· Develop deliverables, timelines, coordinate stakeholders, track progress, and ensure successful execution of strategic priorities.

· Prepare reports and presentations for leadership and external partners.

· Exercise sound judgment and discretion in decision-making and communications.

Cross-Functional Collaboration

· Support coordination of divisional efforts with university-wide initiatives and strategic goals.

· Represent External Affairs in working groups, task forces, and planning sessions as needed.

Required Skills/Abilities:

· Experience managing budgets and procurement processes.

· Exceptional organizational, communication, and interpersonal skills.

· Demonstrated ability to manage multiple priorities in a fast-paced, high-stakes environment.

· Strong financial acumen and experience managing budgets and procurement processes.

· Proficiency in Microsoft Office Suite and Canva.

Education, Certifications, Licenses, and Experience:

· Bachelor's degree required; advanced degree or certification in business administration, public affairs, or project management preferred.

· Minimum of 2 years of experience in administrative operations, executive support, or project management.

Physical Requirements

· Must be able to lift and carry equipment and supplies weighing up to 20 pounds.

· Must be able to bend, stoop, and reach.

· Manual dexterity to efficiently operate a computer keyboard and other business machines.

· Adequate hearing to communicate effectively in person and by phone.

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.