Administrative Specialist III

Administrative Specialist III

Job No: 524708
Work Type:
Location: Main Campus (Gainesville, FL)
Categories: RealCat
Department: 32010100 - PH-COP DEAN'S OFFICE

Job Description


Classification Title:

Administrative Specialist III

Job Description:

The College of Pharmacy is seeking an Administrative Specialist III to serve as the Dean's assistant and serve as a leader and mentor to all administrative assistants throughout the College. The Administrative Specialist III is a customer-oriented position that uses independent judgment to provide direct support to the Dean of the College of Pharmacy in a fast-paced executive office setting. The incumbent in this position must keep the Dean aware of current/sensitive issues and deadlines and make independent evaluations regarding the Dean's commitments. The individual in this position is expected to work independently with minimal supervision, interact with individuals across campus, and professionally represent the office. Knowledge of University policies and procedures to ensure the smooth operation of the Dean's office is required. This position must embody a strong commitment to serving internal and external customers along with a deep understanding and enthusiasm for the mission of the College. The incumbent helps set the tone that the UF College of Pharmacy welcomes all people and cultivates a welcoming and supportive work and study environment across the College.

Dean's Office Administration: Independently manages the Dean's complex and multifaceted calendar and appointment schedule daily. Tracks all incoming/outgoing correspondence and ensures follow-up and resolution of issues. Provides administrative assistance to the Dean regarding various committees the Dean engages, including Executive Committee, Department Chairs, Faculty searches, and other committees as needed. Coordinates all travel on behalf of the Dean. Creates/prepares correspondence, letters, memos, and other documents as requested by the Dean. Manages administrative duties for the Dean's office with discretion and diplomacy.

General Office: Coordinates the logistics for large faculty meetings, including taking meeting minutes and other assistance as required. Coordinate visitor logistics for Dean's office guests. Work with the College's Shared Service Center HR team to provide administrative support for Dean's level faculty recruitments, including coordinating interview schedules and travel logistics. Coordinate all fiscal-related matters for the Dean's office. Serve as backup administrative support for the Associate Deans.

Leadership: Serve as a mentor and leader to the departmental administrative support staff throughout the College. Coordinate and lead training, cross coverage, scheduling, monthly meetings, and other support as needed. Identify ways to engage and support the admin support team for professional development utilizing UF resources to increase efficiency, process improvement, and general training to ensure all admin staff is adequately trained and up to date on UF and COP policy changes relating to their roles. Directly supervise one admin assistant in the Dean's office, including training, approving time, performance management, and daily oversight.

Performs other duties as assigned.

The University of Florida, College of Pharmacy, strives to stimulate a culture that promotes diversity and inclusion within an exceptional community of students, faculty and staff. We welcome applicants from diverse backgrounds and are committed to developing leaders who respect, support and have a positive impact on all individuals.

In recognition of its efforts to cultivate a diverse and inclusive environment, the College of Pharmacy was the recipient of a 2021 Insight into Diversity Health Professions Higher Education Excellence in Diversity Award.

Expected Salary:

Commensurate with education and experience.

Minimum Requirements:

Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

The ideal candidate will possess the following:

• Five years of UF Administrative support experience to faculty leaders
• Computer fluency in Microsoft Office
• Ability to set priorities and work with interruptions, little supervision, and initiative
• Ability to maintain confidentiality and make independent decisions
• Ability to effectively complete high-pressure, time-sensitive tasks
• Ability to triage, set priorities independently, and work under pressure
• Effectively collaborating with individuals of all levels and diverse backgrounds
• Taking the initiative to organize and manage conflicting goals and agendas
• Excellent communication and interpersonal skills
• Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population in a demanding environment
• Remaining flexible and interested in working in a growing and changing organization
• Knowledge of appropriate state of Florida, College of Pharmacy, and University of Florida rules and regulations.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of at least 3 professional references.

This position is housed on UF's Main Campus in Gainesville, FL and is not eligible for remote work.

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

Health Assessment Required:
No



Advertised Salary:

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Preferred Qualifications
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Special Instructions to Applicants
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Applications Close: $Closes

To apply, visit https://explore.jobs.ufl.edu/en-us/job/524708/administrative-specialist-iii

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. jeid-80ec6a5f43175e439063e52ef306d443