Program Assistant

Hiring on behalf of the UCF Foundation
, supporting the University of Central Florida‑the largest university in the nation by enrollment‑ is seeking a Program Assistant to support the daily operations of a fast‑paced and growing division.

This role serves as a key resource for leadership and staff by helping ensure the smooth execution of program initiatives, supporting program and office activities, managing schedules and workflows. The Program Assistant will leverage enterprise systems, including Workday and other business applications, to support purchasing, expense management, contract tracking, reporting, onboarding activities, and workflows across the organization.

Working closely with multiple leaders and stakeholders, this individual will help maintain accurate data, monitor business processes, coordinate approvals, and support day‑to‑day functions while ensuring information is effectively managed across organizational systems.

The ideal candidate is highly organized, adaptable, and proactive, with the ability to manage competing priorities, navigate enterprise platforms, and support a variety of initiatives in a fast‑paced environment. This position offers the opportunity to make a meaningful impact while supporting leadership, employee engagement efforts, business processes, and the continued growth of the organization.

• Maintain and update data, records, and workflows across enterprise business systems, including Workday and contract management platforms.
• Collaborate with multiple departments and stakeholders to ensure priorities and deliverables are completed effectively.
• Monitor project and departmental trackers to ensure timely completion of action items and key milestones.
• Serve as the primary point of contact for office visitors, employees, and external stakeholders.
• Manage front desk operations and ensure a professional, welcoming, and customer‑focused office environment.
• Generate reports and provide administrative analysis using ERP systems, spreadsheets, and internal reporting tools.
• Coordinate calendars, meetings, and scheduling activities for select leadership team members.
• Support office operations through supply ordering, inventory management, and administrative coordination.
• Assist with onboarding logistics for new employees, including scheduling meetings, preparing materials, and coordinating office resources.
• Experience processing purchase orders, invoices, expense reports, requisitions, contract approvals, and workflow transactions within an ERP platform.
• Manage contract tracking and administrative workflows, ensuring documentation and approvals are completed accurately and on time.
• Maintain records, files, contracts, and operational documentation in accordance with organizational requirements.
• Coordinate employee engagement activities, team events, meetings, and departmental initiatives.
• Assist with preparing reports, presentations, communications, and meeting materials.
• Support operational projects and process improvement initiatives across the division.
• Monitor and track multiple assignments simultaneously while maintaining a high level of accuracy and attention to detail.
• Perform other duties as assigned.

• Experience utilizing ERP platforms such as Workday, SAP, Oracle, People Soft, Banner, or similar enterprise business systems.
• Bachelor's degree and a minimum of four (4) years of professional experience in administrative support, office management, operations, project coordination, or a related field; OR an equivalent combination of education and experience.
• Minimum of two (2) years of leadership experience, including formal leadership, project leadership, team coordination, mentorship, committee leadership, or leading cross‑functional initiatives.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong problem‑solving skills with the ability to work independently, take initiative, and navigate ambiguity.
• Ability to adapt to changing priorities in a fast‑paced and evolving environment.
• Strong interpersonal skills…