Classification Title:
Administrative Support Assistant II/III
Job Description:
This position is responsible for the daily coordination and management of administrative, fiscal, and outreach activities of the Florida Semiconductor Institute (FSI) within the Department of Electrical and Computer Engineering (ECE) at the Herbert Wertheim College of Engineering (HWCOE) and will report to and perform other secretarial duties assigned by the Director of the Institute. Primary responsibilities will include engaging in outreach and marketing activities to promote the Institute and recruit participants and serving as a liaison between the Institute’s Director and faculty vis a vis participants from government and industry agencies, educational institutions or elsewhere, as well as other ECE, HWCOE and other UF departments’ staff, as needed. The FSI Coordinator will also be responsible for performing various miscellaneous tasks pertaining to the promotion and efficient management of the Institute objectives, including development of content for and maintenance of the Institute website; purchase of materials and consumables for workshops, webinars, events, and pertinent lab instruments; and facilitating the travel arrangements and reimbursements of the Institute faculty and engineers.
Coordination and Communication of FSI Activities:
Coordinate meetings for Director, participating faculty, and engineers with representatives from industry, government or academic entities interested in or already participating in the FSI.
Coordinate training for participating engineers and faculty.
Provide logistical support for all sponsor site-visits, new initiatives, events, and workshops lead by the Director and/or pertaining to the Institute.
Coordinate all logistical aspects of Institute workshops, webinars, and training events, to include: negotiating prices and booking on and off campus venues; selecting and scheduling meals; meeting and interacting with venue and catering personnel; budgeting expenses and acquiring needed supplies; editing and printing event materials; and coordinating the preparation of proceedings and other aspects of these events.
Facilitate travel arrangements (flight, hotel, rental car, conference registration, etc.), requests/authorizations and reimbursement documents for the Director, participating faculty, and Institute guests -as needed.
Serve as the liaison with the department’s Travel Office to ensure that travel arrangements and preparation of required documents for domestic and foreign travel requests and reimbursements for the Director, participating faculty and visitors are completed and processed in a timely manner.
Purchase workshop, webinar and event materials and supplies, as well as instrument consumables pertaining to the Institute.
Serve as liaison between the Institute Director and participating faculty with department’s Fiscal Office to ensure the proper reconciling of all Institute related expenditures.
Initiate and track Institute expenditures, reconcile monthly and ensure that all the policies of the sponsoring agency, UF Division of Sponsored Research and Fiscal Office are adhered to and that the Institute’s fiscal documentation is up-to-date at all times.
Publish content to the FSI website and monthly newsletter about upcoming workshops, publicizing the Institute’s milestones, progress, etc., and promoting the growth of interest in, as well as recruiting collaborators for, research in the area of Semiconductor Assurance, Manufacturing, and Packaging.
As requested by and under the guidance of the Director, the coordinator will oversee the performance of maintenance, upgrades, and updates to the FSI website.
Where authority has been delegated, the coordinator will compose correspondence on behalf of the Director and disseminate with Institute participants (faculty and students) and/or collaborators.
Outreach and Marketing:
Develop and participate in recruiting events and collaborate with appropriate staff from the Department (ECE), HWCOE, and HWCOE MarComm teams to create opportunities to market and promote FSI.
Brainstorm with Director and participating faculty on ways to create campaigns that market and increase the visibility of the FSI in order to reach intended parties.
Act as a point of contact for all visitors and parties interested in FSI and its activities, events and participants.
Prepare promotional materials associated with the Institute, such as course offerings, workshops, webinar and event information, meeting agendas and minutes, pamphlets and/or tri-folds & other promotional materials.
Share announcements and updates on Institute progress or notices about upcoming workshops, webinars and/or tutorials, disseminate data collected from research experiments, and conduct surveys.
Miscellaneous:
Perform other miscellaneous duties as assigned by the Institute Director, to include assisting with new initiatives, technical events, recruitment efforts, etc.
Complete all relevant departmental, college and/or university training and stay abreast of each of entity’s policies and procedures.
Maintain knowledge and compliance with university policies in sponsored research, purchasing, travel, employment appointments, etc.
Incumbent is required to interact with faculty, students, staff from FICS Research and ECE, HWCOE staff, and various representatives from participating agencies in an independent and professional manner.
Expected Salary:
Level II: $19.00-$24.00; commensurate with qualifications and experience
Level III: $24.00-$28.00; commensurate with qualifications and experience
Minimum Requirements:
Level II: High school diploma or equivalent and four years of relevant experience.
Level III: High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitutes at an equivalent rate for the required experience.
Preferred Qualifications:
- Strong interpersonal and organizational skills.
- Strong written and oral communication skills.
- Strong computer/software skills.
- Ability to think independently and make responsible decisions in a professional and courteous manner.
- Ability to effectively manage multiple administrative tasks.
- Ability to prioritize and coordinate work assignments.
- Knowledge of university policies and procedures.
- Familiarity with WordPress websites.
Special Instructions to Applicants:
In order to be considered for this position, applicant must upload a cover letter and resume with application.
This is a time-limited position.
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran’s Preference Page for more specific information.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
Advertised: 02 Aug 2023 Eastern Daylight Time
Applications close: 09 Aug 2023 Eastern Daylight Time