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. Description 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. Requirements Experience utilizing ERP platforms such as Workday, SAP, Oracle, PeopleSoft, 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 with the ability to work effectively across multiple departments and with individuals at all levels of an organization. Preferred Qualifications Experience with project management, workflow management, or collaboration platforms such as Smartsheet, Asana, Monday.com, Jira, Trello, Microsoft Project, or similar tools. Experience creating and maintaining dashboards, reports, trackers, and process documentation. Experience with business intelligence and reporting tools such as Power BI, Tableau, or similar data visualization platforms. Experience supporting multiple leaders, departments, or business functions simultaneously. Experience with contract administration, purchasing, invoice processing, expense management, or operational tracking. Experience working in higher education, nonprofit organizations, or mission‑driven environments. Experience coordinating employee engagement initiatives, office operations, or administrative programs. What Makes Someone Successful in This Role Dependable and reliable, with a strong sense of accountability. Self‑starter who takes initiative and proactively solves problems. Comfortable working in an environment where priorities can shift quickly. Strong multitasker capable of managing numerous responsibilities simultaneously. Team‑oriented with a high level of emotional intelligence and professionalism. Adaptable communicator who can effectively work with a variety of personalities and working styles. Positive attitude and willingness to support the team wherever needed. Thrives in an environment where processes are continuously evolving and improving. EEO Statement Brooksource is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity or gender expression, sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Brooksource offers competitive medical, dental, vision, Health Savings Account, Dependent Care FSA, and supplemental coverage with plans that can fit each employee’s needs. We offer a 401k plan that includes a company match and is fully vested after you become eligible, paid time off, sick time, and paid company holidays. We also offer an Employee Assistance Program (EAP) that provides services like virtual counseling, financial services, legal services, life coaching, etc. Pay Disclaimer The pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law. #J-18808-Ljbffr Brooksource