Administrative Specialist I

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533602&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533602

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

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

Department: 33010000 - HP-OFFICE OF THE DEAN

Classification Title:

Administrative Spec I

Job Description:

This position is located in the Office of the Dean, College of Public Health and Health Professions (PHHP), and reports to the Dean’s Executive Assistant. This is a highly professional position requiring daily contact with the public, faculty, university community, and governmental agencies. The incumbent in this position performs a broad range of administrative duties in support of the Dean, Associate Deans, Executive Director, and the College and, as such, must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues, and exercise independent and prudent judgment when completing the tasks and responsibilities associated with his/her duties.

Administrative Support:

• Acts as the primary receptionist and the welcoming face of the Dean's Office, greeting visitors, answering inquiries, and managing front desk communications.

• Provides direct administrative support to the Executive Director for Administrative Operations, including scheduling meetings, document preparation and digital signatures, mail merge requests, updating space allocation maps and organization of documentation.

• Serves as the primary backup coverage for the Dean’s calendar and other calendar related responsibilities in the absence or unavailability of the Executive Assistant and provides support to the Executive Assistant as needed in terms of Dean’s functions.

• Primary point of contact for administrative aspects of Dean’s Office employee onboarding.

• Maintains college-wide employee contact list, updating and distributing monthly.

• Manages and maintains multiple operational calendars and logs for the Dean’s Office conference room and vehicle, ensuring accurate scheduling and smooth operation.

• Maintains the physical appearance of the office by ensuring cleanliness, organization, and timely replenishment of supplies, creating a welcoming and professional environment for faculty, staff and visitors.

• Receives and maintains confidential or sensitive information.

• Coordinates travel, lodging, meetings and develops itineraries for faculty and leadership candidates on behalf of the Dean’s Office. This may include scheduling meetings, job talks, ordering refreshments, reserving meeting spaces and taking meeting minutes. Acts as a liaison between the departments, search committee and external parties.

• Provides backup administrative and reception support as needed for the Undergraduate Advising Suite.

• Provides backup for OPS Student Assistant for mail runs, kitchen stocking, and other errands in times of absence or position vacancy.

• Provides support for the Marketing and Event Specialist with other administrative tasks during times of absence or peak event periods.

Operational Support:

• Primary administrator for Lenel, the system that controls building access for applicable personnel during periods of closure, including overnight hours, weekends, and holidays. Manages personnel database for access in terms of new hires, separations, and access levels.

• Manages digital key inventory database including allocation of keys to personnel, collection of keys from separating personnel, facilitating re-keying requests when needed, and managing the master key for the college.

• Serves as the college liaison between university departments such as OEC, Facilities Services, Planning, Design and Construction to provide support and facilitation for related projects in PHHP spaces.

• Reports routine maintenance to Facilities Services and tracks status of repairs, i.e., elevator outages, HVAC, plumbing, and electrical.

• Serves as PHHP representative on the HSC Security Committee. Sends out appropriate security information to the College as necessary.

• Building Emergency Coordinator for the College, which includes attending campus meetings as needed and ensuring PHHP departments have appointed primary and secondary emergency contacts.

Event Planning:

• Serves as primary liaison between the Dean’s Office and Development staff for donor and high-level engagement visits. Coordinates schedules, space bookings, catering, and communication.

• Plans, coordinates, and executes small-scale Dean's Office events from conception to completion, including budgeting, vendor management, logistics, and post-event follow-up while ensuring compliance with university policies.

• Plans, coordinates, and executes the annual Delta Omega Public Health Honor Society Induction college wide ceremony to include coordination of application and selection process, ceremony logistics, communication, budget, and event design. Consults with the college’s Marketing and Event Specialist as needed.

Fiscal:

• Responsible for travel arrangements, preapprovals, expense reports, and preparation of necessary travel documents and reimbursements for Executive Director of Administrative Operations.

• Provides backup and assistance with other Dean’s travel and expenses as needed.

• Responsible for management of an individual UF Procurement card (PCard), ensuring compliance with purchasing guidelines, obtaining preapprovals, following purchasing guidelines, and reconciling transactions in a timely manner.

• Issues and manages tracking system for parking passes.

Expected Salary:

$27.77 - $29.69 per hour; commensurate with education, experience, and skills.

The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visitHR Benefits and Rewards (ufl.edu) (https://benefits.hr.ufl.edu/) .

Minimum Requirements:

Bachelor’s degree; or an equivalent combination of education and appropriate experience.

Preferred Qualifications:

• Ability to function independently.

• Working knowledge of University of Florida, State University System and government agencies, particularly as these relate to academic and student related personnel policies and procedures.

• Ability to deal with students, staff, faculty, and the public including alumni, parents of students, Legislators, Board of Governors, and other professionals in a courteous and tactful manner.

• Ability to communicate effectively verbally and in writing.

• Ability to establish and maintain effective working relationships at multiple levels of the University.• Ability to work in a team and collaborative setting.

• Ability to follow verbal and written instructions.

• Ability to track and follow-through on numerous projects simultaneously.

• Ability to efficiently and effectively apply problem-solving techniques.

• Skill in the preparation of correspondence and reports using a personal computer, as well as knowledge of effective office procedures.

• Ability to drive a vehicle skillfully.

• Ability to quickly prioritize and triage work demands.

• Strong multi-tasking skills.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

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.

This position is time-limited.

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

If an accommodation 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 in accordance with Florida’s Sunshine Law.

Health Assessment Required:No

Advertised: 23 Oct 2024 Eastern Daylight Time

Applications close: 11 Nov 2024 Eastern Standard Time