University of Florida - Gainesville, FL

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SUMMARY OF POSITION ROLE / RESPONSIBILITIES : This full-time position serves as dean’s assistant in the College of Journalism and Communications. This position conducts and/or oversees projects for the dean; serves as liaison for the dean with the university and the public in all aspects of the administration of the College; plans/coordinates meetings and events; manages the dean’s email, correspondence, and calendar; and uses initiative to anticipate future needs of the dean and College.

This position conducts and/or oversees projects for the dean as requested, including reports to university administration; compiles, evaluates, and analyzes data for projects; provides support to academic affairs related programs that are handled through the Dean’s Office; acquires background information and statistics to provide necessary documentation for reports under deadline pressure; uses initiative and judgment to assist with requests for information in the dean’s absences; analyzes, interprets, implements and recommends changes to College policies and procedures directly impacting the efficient operation of the College; and serves as liaison for the dean with other university administrative units.

Administers matters involving the dean’s overall activities, keeping the dean abreast and aware of all tasks, deadlines, issues, and problems; handles all email and correspondence for the dean; manages the dean’s calendar including determination of priorities for and independent scheduling of all meetings and appointments; coordinates the dean’s travel arrangements and processes travel authorizations and reimbursements. Drafts agenda and takes and distributes minutes as assigned. Coordinates college-wide faculty, committee, and/or staff meetings including faculty programs, commencement, fall and spring faculty meetings, etc. Negotiates contracts for functions.

Drafts, edits, and prepares for dean’s signature confidential and routine correspondence, evaluations, reports, and emails. Researches (e.g., phone, mail, Internet, library, or other information sources) and summarizes information and provides initial recommendations, if appropriate, that will aid the dean in decision making processes. As appropriate, speaks on behalf of the dean regarding departmental policies and procedures or refers inquiries to appropriate college staff.

Assists with Dean’s Office phone coverage, staffing, and other front office concerns as needed.

Other duties as assigned by the dean.

Minimum Requirements:
Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and two years of appropriate experience.

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