Classification Title:
Administrative Support Assistant III
Job Description:
The Administrative Support Assistant III assists Department Chair with the overall management and operation of the department by performing a variety of administrative and support duties that require an extensive working knowledge of the University of Florida. Works closely with the Chair and coordinate pertinent interactions with the department’s faculty, the Office of the Dean (PHHP), the Office of the Senior Vice President, UF Health administrators, fellow PHHP Department Chairs, and other senior administrators to support the Chair’s institutional responsibilities, including activities with key internal and external constituencies. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the Department and College in research, teaching and service, including assisting Chair with preparation of publications and annual reports. Serves as a liaison to the Department Chair in advisory, leadership and governance relationships with various professional associations as needed. Researches a variety of complex materials in the process of interpreting policies and rules as they relate to inquiries from the general public, accrediting bodies, other PHHP departments, the Office of the Dean PHHP, and University of Florida constituencies as needed. Maintains highly confidential and sensitive information on behalf of the Chair. Communicates professionally in written and verbal correspondence on behalf of the Chair.
Manages and maintains the Department Chair’s calendar, which includes but is not limited to, confirming appointments, triaging any scheduling conflicts, preparing meeting materials, and organizing transportation. Coordinates all projects and timelines for Chair, ensure deadlines are met and timelines are adhered to. Ensures Chair is aware of all department activities. Maintains department’s leave calendar and conference room calendar.
Triages incoming and outgoing communications, including mail/email, telephone, reports, manuscripts, and speeches. Assists with the preparation of briefings, presentations, proposals, and responses. Assists with academic and/or fiscal reports as needed. Assists Chair in preparing faculty annual letters for evaluation, PHHP Mid-Career Reviews, UF Promotion and Tenure, and Sustained Performance processes. Assists, gathers, and enters annual information from annual Council on Academic Accreditation (CAA) report for program accreditations. Collects and collates administrative information as requested by Chair.
Responsible for all components of scheduling and arranging a variety of meetings, activities, and events. Duties include but not limited to, communication with event venue coordinators and participants, create/manage Doodle polls, schedule appropriate amount of time, determine appropriate amount of space required, select/secure location, arrange parking, distribute materials, monitor and track participation, arrange for meals, draft agenda (including breaks), and other associated tasks to ensure activity is organized and successful. Attends meetings as requested to prepare draft reports, record minutes, and/or coordinate associated activities. Organizes and coordinates departmental events such as conferences, workshops, retirement, holiday parties, and departmental lunches, following all pertinent UF and state policies and procedures.
Coordinates department’s biweekly payroll that includes email reminders of pay period dates, leave requests, work time audits, audit preliminary pay lists, reconcile final pay list, and scan payroll records to digital file.
Assists Manager for Administrative Services with Graduate Assistant Letters for Appointment, Foundation scholarship student award letters, and records dispositions.
Schedules and coordinates all travel arrangements, travel authorizations, pre-approvals, and reimbursements for the Department Chair. Prepare travel itinerary, make travel and hotel reservations, prepare/process appropriate travel and expense forms, etc. Processes all expenditures/invoices/payments for the Department Chair (i.e. memberships, subscriptions, licensure requirements, etc.).
Primary point of contact between Chair, department faculty and other administrative staff for departmental visitors as it relates to travel arrangements, itinerary creation etc. (e.g. seminar speakers, faculty candidates). Schedules and coordinates faculty candidate travel. Researches and arranges airfare reservations, hotel rooms, car rentals, and any other tasks as required by the traveler. Coordinates candidate itinerary with Chair, Dean’s Office, faculty, staff, and students. Reserves rooms for seminars, creates and distributes seminar flyer and posts electronically.
Expected Salary:
$25.38-$27.78 per hour, based on education, skills and experience.
Minimum Requirements:
High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.
Preferred Qualifications:
*Demonstrate strong customer service skills, excellent interpersonal skills and superior organizational skills
*Ability to prioritize effectively, multi-task efficiently, delegate appropriately, and shift priorities quickly
*Self-motivated individual with a strong work ethic
*Ability to handle confidential employee and student information
*Excel in use of Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook. Strong Internet skills.
*Knowledge of standard business formats and styles for letters and business forms. Knowledge of correct spelling, punctuation and grammar usage.
*Ability to compose correspondence efficiently, effectively and independently
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and list of three (3) references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
This position is time-limited.
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 with your application for consideration.
The University of Florida is an equal opportunity/affirmative action employer and is committed to increasing the diversity of its faculty and staff. We welcome nominations of and applications from anyone who would bring additional dimensions to the university’s research, teaching, and clinical mission. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 TDD. Hiring is contingent upon eligibility to work in the U.S. Searches are conducted according with Florida’s Sunshine Law.
Health Assessment Required:
No
Advertised: 07 Aug 2023 Eastern Daylight Time
Applications close: 21 Aug 2023 Eastern Daylight Time