University of Florida - Alachua, FL

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This is a highly responsible position assigned to the Office of Research and Facilities in the College of Engineering reporting to the Associate Dean. Assists the Associate Dean in fulfillment of his/her responsibilities as research and facilities administrator, As a representative of the university and the Office of the Dean, the incumbent must conduct oneself in a professional and friendly manner and provide assistance. 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.

50% Secretary to the Associate Dean for Research and Facilities in the College of Engineering; maintains calendar and makes appointments, establishes priorities for the Associate Dean’s calendar, as appropriate; screens and routes all incoming calls and mail for the Associate Dean, handles those items not requiring the Associate Dean’s personal attention of response. When Associate Dean is absent, keeps him/her apprised of messages, visits, correspondence or concerns which must be handled urgently. Coordinates meetings including time, location, parking arrangements, travel for outside visitors, including luncheon and dinner meetings. Develops, compiles and/or organizes any required materials, as needed; assists the Associate Dean in fulfillment of his/her responsibilities as research administrator, keeping him/her informed of the status of and progress of on-going activities. Responsible for information management to ensure required deadlines are met. Maintains records and files for the Associate Dean for Research and Facilities including various organizations or committees (on-campus, industrial and national) of which he/she is chair or active member. Maintains a computerized contact and address database, coordinates mailing of correspondence and mass mailings.

18% Coordinates all travel arrangements for the Associate Dean; secures hotel reservations, airline reservations, rental cars, required meeting/conference registrations, travel authorization requests, itineraries, meeting and conference presentation materials and travel reimbursement requests.

10% Assists with the processing of Conflict of Interest Waivers and Monitoring Plans associated with outside employment by College of Engineering faculty, serves as liaison with the University of Florida Office of Licensing and Technology, maintains files of all approved Conflict of Interest and Monitoring Plans for College of Engineering faculty.

10% Coordinates reporting compliance of all centers and institutes in the College of Engineering including the annual update report required by the Provost’s Office. Maintains all files, requests submission of updates and responses from center directors and assists the Associate Dean in preparing response to the Provost.

5% Coordinates signing of research proposals in a timely manner in conjunction with the Office of Engineering Research.

5% Coordinates all processes involved with internal competitions for limited proposal submissions.

2% Cross-trains with other Dean’s Office staff in the College of Engineering during absences or times of heavy workload.

Minimum Requirements:
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.

Preferred Qualifications:
Ability to use own judgment in decision making without input from supervisor.

Ability to perform assigned tasks without supervision.

Ability to plan, organize and coordinate work assignments.

Ability to communicate effectively both verbally and in writing.

Ability to handle telephone calls in a courteous and professional manner.

Ability to compose routine correspondence.

Ability to establish and maintain effective working relations with others.

Ability to organize files and other records.

Knowledge of office procedures, grammar usage and basic math.

Ability to work in a team oriented environment.

Ability to function under highly stressful circumstances.

Ability to interact cordially with co-workers to accomplish common tasks.

Knowledge of Word and Excel.

Must have a valid Florida Driver’s License

Health Assessment Required:

Special instructions to applicants:
Applicants claiming Veteran’s Preference must complete a DD214.

Must have a valid Florida Driver’s License

Please note, this position has been reposted. Previous applicants are still under consideration and need not reapply.

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