Administrative Specialist III

Administrative Specialist III

Job No: 524868
Work Type:
Location: Main Campus (Gainesville, FL), Alachua
Categories: RealCat
Department: 15010000 - DCP-DEAN'S OFFICE

Job Description


Classification Title:

Administrative Specialist III

Job Description:

- Provides administrative assistance to the Dean(s) of the College of Design, Construction and Planning (DCP) with the overall management and operation of his/her office by performing a variety of administrative and support duties. Responsible for coordinating and fostering relationships with the University of Florida leadership, the University Of Florida Board Of Trustees. Assists the Dean(s) in his/her interactions with the Office of UF's President, Provost and CFO, and other leadership of the University of Florida and other agencies as needed. This involves the acquisition, coordination and dissemination of information to aid in the understanding and knowledge of the mission of DCP and the quality of research and teaching conducted through its publications and annual reports. Assists in preparation of reports and proposals as requested. Serves as a liaison in assisting the Dean(s) with various state and national associations as needed (SACS, CBA, etc). This requires a working knowledge of each organization, their respective function and interacting on behalf of the Dean(s) with these organizations. Develops a working knowledge of a variety of complex materials in the process of interpreting policies and rules as they relate to particular inquiries from the general public, DCP departments, other colleges/units and University of Florida constituencies as needed (T&P, Sabbaticals, faculty position searches, etc).

- Administers matters involving the Dean(s) overall activities, maintaining clear and confidential communication relating to college-wide tasks, deadlines, issues, and problems. Manages email and correspondence for the Dean; coordinates the Dean's calendar including determination of priorities for and independent scheduling of all meetings and appointments; coordinates the Dean's travel arrangements and ensures his/her travel authorizations and reimbursements are processed. Drafts meeting agendas, records and distributes minutes as assigned.

- Schedules, coordinates and arranges a variety of conferences, meetings, fall DCP faculty retreat, Admin Council meetings, Consultative Council meetings and all college meetings. Serves as part of the planning and coordinating committee for Dean's Office events, including Annual Leadership Summit, Homecoming, Graduation, and other alumni events aligned with the mission of the college. Serves as college liaison for Dean's initiatives, disseminates information to academic units and dean's office administrators. Coordinates on-going college-level committee meetings some faculty and staff awards, including but not limited to DCP Curriculum, Teacher of the Year and Sabbaticals; Faculty Service Award; International Educator awards and select university recognitions.

- Drafts, edits, and prepares for Dean's signature confidential and ongoing 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 in decision making processes. Coordinates Dean's list provided by Registrar's office for letters to be prepared each semester for approximately 260 students. As appropriate, speaks on behalf of the Dean regarding departmental policies and procedures or refers inquiries to appropriate college staff.

- Supervises and is the backup for front office administrative assistant and student assistant positions. The front office workflow involves but is not limited to facilities/renovation projects & moves, surplus, academic research events, website updates/directory, office supplies/keys,etc.). Oversees front office activities, inquiries and ensures adequate coverage at all times. Responsible for providing adequate cover and supervision of staff for college level events.

- Coordinates college level faculty searches; supports search committee, attends committee meetings to document proceedings and ensure that Sunshine Law and other procedures are followed (as appropriate). Other duties as assigned by the Dean(s).

Expected Salary:

$65,000 - $75,000

Minimum Requirements:

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

Preferred Qualifications:

Ability to understand and apply applicable rules, regulations, policies, and procedures; ability to prepare professional correspondence and administrative reports; ability to communicate effectively in oral and written communication; demonstrated effectiveness in interpersonal interactions; and ability to take initiative and work independently.

Must be able to perform basic data gathering tasks using phone, Internet, library, and other sources to assist in preparing reports and materials for decision making and recommendations as appropriate. Ability to solve problems, pay attention to detail, have reliable attendance, and work effectively with the administrative team and stakeholders are essential to this position.

Writing experience: Ability to compose letters, record meeting minutes, write newsletters, and possess skills in composing and proofreading written documents.

Must have excellent computer skills and knowledge of word processing, and other software applications including Microsoft Office, particularly Word, Excel, Outlook, Access, and PowerPoint.

Must have an extensive working knowledge of the University of Florida (or similar higher educational institution), and the workings of federal, state and local governments.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

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

Health Assessment Required:
No



Advertised Salary:

Minimum Requirements
$MinReq

Preferred Qualifications
$PrefQual

Special Instructions to Applicants
$Instructions

Health Assessment Required: $Health

Applications Close: $Closes

To apply, visit https://explore.jobs.ufl.edu/en-us/job/524868/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-4a38e3495b5ec34aa9885a7fff299c0d