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University of Tampa · 2 months ago

Administrative Assistant to the Vice President for Marketing and Communications

Tampa

Full-time

Onsite

Mid Level

3+ years exp

The University of Tampa is seeking an Administrative Assistant to the Vice President for Marketing and Communications. This role involves providing high-level administrative support, managing daily operations, and coordinating various engagements to ensure the effective functioning of the Office of Marketing and Communications.

Higher Education

H1B Sponsor Likely

Responsibilities

Manage the Vice President’s daily calendar, appointments, and scheduling logistics with a high level of accuracy and confidentiality

Coordinate meeting preparation, including agendas, briefings, background materials, and follow-up actions

Anticipate information needs, prepare briefing materials in advance of meetings, and ensure the Vice President is thoroughly informed and prepared

Draft, edit, and proofread correspondence, memos, reports, and presentations for internal and external audiences

Manage travel arrangements, reimbursements, and procurement card reconciliations in compliance with university policies

Maintain organized digital and physical filing systems for correspondence, contracts, and institutional records

Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds

Willingness to embrace new technologies and innovative organizational practices

Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office

Track and reconcile the division’s operating budget, including invoices, purchase orders, and vendor contracts

Prepare monthly budget and variance reports; assist with forecasting and resource planning

Liaise with Finance and Procurement on purchasing, compliance, and reporting needs

Support the Vice President in ensuring that fiscal and operational processes align with institutional priorities and policies

Assist in identifying process improvements and digital tools that enhance efficiency, tracking, and reporting accuracy across the division

Assist in preparing executive-level reports and presentations for the President’s Office, Cabinet, and Board of Trustees

Compile divisional performance data and key performance indicators (KPIs) for monthly and quarterly review

Coordinate timelines, gather inputs from team leads, and ensure all reporting deliverables meet quality and accuracy standards

Support the creation of visually engaging presentations and dashboards that communicate outcomes and impact

Provide project support senior leaders within the division as directed by the VP of Marketing and Communications

Assist with logistics, scheduling, and materials preparation for media relations, crisis communication, and public affairs initiatives

Support communications tracking and media monitoring efforts, ensuring follow-up and documentation of key outcomes

Help coordinate messaging, speaking engagements, and event preparation for university leadership and community representation

Maintain confidentiality and professionalism in handling sensitive institutional and media matters

Coordinate logistics and follow-up for the Vice President’s participation in civic, community, and industry partnerships

Maintain a calendar of civic, donor, and community events where the Vice President or division is represented

Track engagements and ensure timely follow-up, briefings, and communications with external stakeholders

Support preparation of talking points, bios, and event summaries related to civic and community representation

Support implementation and tracking of divisional strategic priorities and the Vice President’s 90-day and annual plans

Coordinate divisional planning and goal-setting sessions; monitor progress on key initiatives and institutional deliverables

Maintain project trackers and assist in follow-up on action items resulting from cabinet, leadership, and cross-divisional meetings

Collaborate with Marketing and Communications managers to gather data and updates for strategic dashboards and reports

Serve as a central point of contact for the Office of Marketing and Communications, ensuring seamless communication flow within the division

Support planning and logistics for team meetings, retreats, and recognition events that foster culture, collaboration, and morale

Coordinate staff recognition, professional development, and team-building initiatives that reinforce the division’s culture of creativity, collaboration, and shared purpose

Draft and distribute internal division announcements and project updates on behalf of the Vice President

Assist with onboarding of new employees and maintenance of team rosters, contact lists, and shared resources

Qualification

Microsoft 365Budget managementAnalytical skillsEvent coordinationCommunication skillsDiscretionJudgmentCultural awarenessOrganizational skillsTime managementCollaboration

Required

Associate's or Bachelor's degree (business administration, communications, or related field preferred)

Minimum of 3–5 years of progressively responsible administrative experience supporting senior executives or managing office operations

Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Teams, SharePoint); comfort with analytics and project management tools

Excellent written and verbal communication skills, with a strong eye for accuracy, detail, and professional presentation

Proven ability to handle confidential information with discretion and sound judgment

Demonstrated ability to interact professionally with senior executives, trustees, media representatives, and community partners

Exceptional discretion, diplomacy, and judgment in managing sensitive and confidential information

Strong organizational skills, time management, and ability to manage multiple priorities in a fast-paced environment

Preferred

Experience in higher education, nonprofit, or marketing/communications environments

Budget and financial management experience, including forecasting and expense tracking

Familiarity with data analytics or KPI reporting

Demonstrated ability to coordinate events, civic engagements, or community partnerships

Benefits

FREE Tuition

Generous paid leave

Wellness initiatives

100% Employer-Funded Health Reimbursement Account

100% Employer-Paid Short & Long Term Disability Insurance

100% Employer-Funded Employee Assistance Program

Discounted On-Campus Dining Meal Plans

FREE On-Campus Parking

Access to Campus Amenities (pool, library, campus events and more)

Fitness Center

Pet Insurance

Flexible Spending Accounts

And more!

Company

University of Tampa

Glassdoor4.1

The University of Tampa is a medium-sized comprehensive, private university located on approximately 100 acres of prime riverfront land in the heart of downtown Tampa.

Founded in 1931

Tampa, Florida, USA

501-1000 employees

http://www.ut.edu

H1B Sponsorship

University of Tampa has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (16)

2024 (9)

2023 (15)

2022 (6)

2021 (6)

2020 (5)