ADMINISTRATIVE AST
University of Florida - Gainesville, FL

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This full-time position assists the Executive Associate Dean in all aspects of administrative support. Duties will include responsibility for many of the College’s internal communication functions, coordinating class scheduling for the College, organizing special events, coordinating undergraduate student employment for the College, managing the Executive Associate Dean’s calendar, and preparing reports and special projects as assigned.

Develop and maintain an understanding of the requirements and priorities unique to the Executive Associate Dean’s role. Provide administrative assistance to the Executive Associate Dean, anticipating needs and proactively proceeding with minimal direction and strict confidentiality. Maintain calendar/schedule for Executive Associate Dean. Screen and triage requests for appointments. Proofread and edit correspondence and other documents for proper form. Manage flow of paperwork in and out of Associate Dean’s office including mail and forms for signature. Assist with arrangements, scheduling and materials for faculty searches, meetings, conferences, and other college events. Keep accurate minutes at meetings and distribute as appropriate. Take the initiative to assure that all materials necessary for meetings are prepared and provided in advance. Assist with preparing class and research materials for Executive Associate Dean including multimedia applications. Prepare letters, reports, and charts as necessary using appropriate computer programs including Microsoft Outlook, Word, Excel, PowerPoint, and Adobe applications. Process Foundation disbursements, travel, invoices, etc. Gather and verify accurate and timely data and information, and update and maintain filing lists. Assist with facility-related issues that are the responsibility of the Dean’s Office including proper maintenance
of Weimar Hall classrooms and building.

Serve as College’s class scheduling coordinator. Responsible for making room and class arrangements in consultation with four department chairs and the Division of Graduate Studies and Research. Schedule conference rooms as requested by faculty, staff, and College student groups. Serve as liaison with the Registrar’s Office. Manage undergraduate catalog editing process, including entering the changes. Prepare and distribute Lab Schedule, College Calendars, and various Excel spreadsheets, as needed, each semester.

Create collateral materials for major College functions including annual Awards Banquet. Design, produce/order signage within Weimer Hall. Prepare materials, as needed, to be sent to the College’s director of communications and/or web administrator.

Coordinate undergraduate student employment for the College. Hire and supervise 2-4 student assistants for the Dean’s Office each semester. Organize assignments, train, guide, and provide support. Prepare and submit appropriate hiring paperwork, maintain records, and issue reports on student employment to the Executive Associate Dean. Liaison with departments to assist with paperwork and keep updated on procedures, deadlines, and changes.

Effectively serve as a liaison between Dean’s Office and faculty/staff/administration. Help ensure the smooth operation of the Dean’s Office. Interact with the public in a sensitive and professional manner and handle a variety of situations readily. Assist students/visitors and serve as back-up phone support. Oversee operation of photocopy machines and other equipment as required. Demonstrate initiative in training users and handling calls for maintenance.

Serve as backup support to other administrative support staff in the Dean’s Office. Serve as liaison to College Faculty Senate, keep accurate minutes at meetings and distribute as appropriate. Perform other related duties as assigned by the Executive Associate Dean. Work effectively as a part of a team.

Minimum Requirements:
A high school diploma and seven years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute an equivalent rate for the required experience. Attainment of a score of at least 35 cwpm on an approved typing test.

University of Florida - 16 months ago - save job - block
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