This is a highly responsible and visible position as the “first-face” of the Dean’s Office in the College of Engineering. As a representative of the university and the Office of the Dean, the incumbent must acknowledge all visitors to the Dean’s suite in a professional and friendly manner and provide assistance. The individual is expected to review the calendar of the Dean and Associate Deans on a daily basis to be informed of activities and provide the level of support and direction required. The incumbent will interact with a diverse clientele, both inside and outside the university; including students, parents, faculty, staff, administrators, and state administrators. The incumbent must be proactive and handle their assignments with little or no supervision, have attention to detail and take ownership of their responsibilities. They must possess the ability to prioritize tasks and work with various demands of their time, and personalities. They must be a team player, have at least four years of secretarial experience working with administrators, and possess excellent secretarial/clerical skills and proficiency in Microsoft Office applications like Word, Excel, and Outlook. The incumbent will work closely with the Dean and Administrative Assistant to carry out and coordinate the mission of the College of Engineering. The incumbent will report directly to the Administrative Assistant.
40% Receptionist: Provide reception support for the Office of the Dean; greet and assist visitors to the suite, answer questions, announce arrival of visitor(s) to the appropriate administrator and their staff support, and as appropriate, offer refreshments to the visitor(s). Receive, screen and direct incoming telephone calls and mail, as appropriate take messages and disseminate. Manage scheduling of the Dean’s Office Conference Rooms, as well as assistance with maintaining the professional appearance of both.
22% Secretarial Assistance: Draft correspondence for routine memos and letters and provide secretarial assistance to the Dean and Associate Dean’s within the Dean’s Office suite by assisting with various projects, i.e., disseminating general correspondence, preparation of spreadsheets, gather information and prepare agendas and pamphlets, copy documents, filing, gather, assemble and prepare materials for meetings, schedule committee meetings, prepare itineraries for visiting VIPs and may be required to deliver or pickup various documents around campus, and off campus, and cross-train with the Dean’s administrative assistant as needed. May attend meetings, take minutes and transcribe. Maintains various databases; US Dean’s, local, state and federal legislative contacts, dean’s advisory board, etc.
20% Events: collaborate with appropriate staff and manage various events for the Office of the Dean; such as the Dean’s Advisory Board, Lecture Series, Engineering Leadership Institute seminars, Graduate Recruiter with appropriate staff in the office, etc., send out invitations, collect RSVP’s, secure venue, coordinate catering, or if appropriate pick up food, set up, and cleanup for events. As needed provide staff support for an event while event is taking place.
10% Coordinate travel related activities for the Dean and Associate Dean’s and visitors and/or candidates. Using PeopleSoft prepare expense reports for reimbursement of travel related activities. Manage inventory of office supplies using purchasing card, orders supplies and provides proper receipt of purchases to the accountant, or if appropriate requests a requisition for purchase. Provide back-up support to co-administrative staff for scheduling appointments for special projects, events, etc.
5% Provide oversight and maintenance of the office kitchen/copy room; ensure copier supplies are maintained and basic housekeeping issues are addressed.
3% Other duties as they relate and are appropriate.
A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Attainment of a score of at least 35 cwpm on an approved typing test.
University of Florida - 13 months ago