Administrative Assistant III

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533666&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533666

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 19060000 - EG-INDUSTRIAL / SYSTEMS ENG

Classification Title:

Administrative Assistant III

Job Description:

Chair Support: The position supports the department chair in daily activities, including (but not limited to): scheduling of faculty meetings; special-called meetings; scheduling of faculty/staff annual review meetings; and accounting of TA office hours. The position is also responsible for scheduling of all other business meetings as well as travel for the department chair. The incumbent will be responsible for on-line calendar management for the department chair, including identifying the purpose for all requested meetings.

The position will be responsible for all internal meeting announcements, department event announcements (in collaboration with MarCom staff, in cases of external visitors). In collaboration with the Development officer, the position will communicate with the advisory boards (industry and young) as well as alumni. The incumbent of this position will also be responsible for all donor communications (i.e., letters from the department under the chair’s signature).

This position will serve as a liaison for the chair with all department student organizations, including, but not limited to, any required event approvals, funding use requests, marketing approvals, etc. on behalf of the chair.

The incumbent will work with the chair to prepare and distribute agendas for all faculty meetings. The incumbent will attend faculty meetings and take minutes for the chair. This position will also prepare and collect faculty surveys on job candidates. Survey results are to be summarized for department chair review. The position will also conduct faculty votes for hire and tenured faculty votes for tenure.

Coordinates annual faculty performance review process by ensuring templates are distributed to faculty, collecting faculty annual reports, organizing reports for review by the Chair, sends faculty annual evaluations prepared by the Chair, arranges performance review meetings between faculty and the Chair, and maintains the faculty evaluation files in compliance with the Collective Bargaining Agreement.

Departmental Support: The incumbent will work with the chair for reception backup, as needed. The position will also assist the chair with preparation of nominations for faculty and student awards and nominations of faculty for professorships. The incumbent will also assist the chair in preparing scholarship letters for undergraduate and graduate students and update department awards plaques on an annual basis. As an additional department support function, the incumbent will work with fiscal operations staff in scheduling seminar speakers and making travel arrangements. The incumbent will also assist with on-campus interview logistics, including arranging candidate escorts between meetings.

Faculty Support: This position will support faculty/staff search committees with applicant lists; gathering of applicant materials for committee review; arranging candidate phone/video interviews, and scheduling on-site faculty candidate interviews, including arranging travel.

Responsible for faculty sabbatical, and professional development leave. Verifies faculty eligibility, deadlines, and required documents at the start of each academic year and communicates these to the eligible faculty and to the Chair. Collects required information for review by the Chair and appropriate committees.

This position will also prepare some letters for faculty on departmental letterhead.

Department Tenure and Promotion Administrator: This position will call for faculty dossiers and verify content against college criteria. The incumbent will also call for and organize mid-cycle review packets and schedule mid-cycle review processes with tenured faculty. The incumbent will also call for letter writer lists from (T/P candidates and the chair) and make distribution to the college, in addition to sending letter writer invitations. The incumbent will also manage T/P review process scheduling and preparation of college forms as well as track documents in-review by tenured faculty.

Event planning: This position will maintain the department event calendar (e.g., advisory board meetings, spring awards banquet, etc.) as well as maintain all departmental conference room calendars. The incumbent will work with the chair on all department events and faculty workshop planning and contracting of services for these events. The position will also work with the chair on organizing the faculty retreat. Some after-hour’s event organization and attendance is necessary.

Advisory Board: The position assists in the planning of advisory board semi-annual meetings and quarterly telecons, which may be remote or virtual. The incumbent will coordinate meeting times, dates, speakers, and presentation materials. The incumbent will distribute semi-annual meeting invitations and agendas as well as assist the chair with minutes on specific sessions.

Other duties as assigned: The position will also assist the chair in managing established email distribution lists for various constituents (faculty lists, staff list, advisory board list, graduate student lists, etc.).

Expected Salary:

$23.00-$26.00; commensurate with qualifications and experience

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

Preferred Qualifications:

• Experience and familiarity with the roles of academic leaders (chairs, directors and deans), managing calendars and day to day functions of an office to effectively and proactively provide a professional support.

• Knowledge of and experience with academic processes of faculty, including Tenure and Promotion, Faculty Annual Reports and Evaluations, and Sustained Performance Evaluations.

• Ability to plan, organize and coordinate work assignments.

• Ability to exercise and maintain strict confidentiality of sensitive information.

• Excellent computer skills and the ability to operate general office equipment.

• Excellent interpersonal and communication skills (verbal and written). Thorough knowledge of standard business procedures to include compilation and typing of letters and memos, filing, and telephone use.

• Ability to establish and maintain cohesive working relationships with others and to operate as a team player.

• Ability to understand and appropriately apply rules, regulations, policies and procedures.

Special Instructions to Applicants:

In order to be considered for this position, applicants must upload a cover letter and resume with application.

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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Advertised: 28 Oct 2024 Eastern Daylight Time

Applications close: 04 Nov 2024 Eastern Standard Time