Administrative Assistant III
3 days ago
Classification Title:
Administrative Assistant III
Job Description:
CHAIR SUPPORT
Assist the Department Chair with the overall management and operation of the office by performing a variety of administrative and support duties that require an extensive working knowledge of the University of Florida. Work closely with the Chair and coordinate pertinent interactions with the department's faculty, the Office of the Dean, the Office of the Senior Vice President, UF Health administrators, fellow PHHP Department Chairs, and other senior administrators to support the Chair's institutional responsibilities, including activities with key internal and external constituencies. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the Department and College in research, teaching and service, including assisting Chair with preparation of publications and annual reports. Serve as a liaison to the Department Chair in advisory, leadership and governance relationships with various professional associations as needed. This requires a working knowledge of each organization, and their respective function, and interacting on behalf of the Department Chair with these organizations. Research a variety of complex materials in the process of interpreting policies and rules as they relate to particular inquiries from the general public, accrediting bodies, other PHHP departments, the Office of the Dean, and University of Florida constituencies as needed. Maintain highly confidential and sensitive information on behalf of the Chair. Communicate professionally in written and verbal correspondence on behalf of the Chair.
Manage and maintain the Department Chair's calendar, which includes but is not limited to, confirming appointments, triaging any scheduling conflicts, preparing meeting materials, and organizing transportation. Coordinate all projects and timelines for Chair, ensure deadlines are met and timelines are adhered to. Ensure Chair is aware of all department activities. Maintain department's conference room calendar.
COMMUNICATION
Triage incoming and outgoing communications, including mail/email, telephone, reports, manuscripts, and speeches. Assist with the preparation of briefings, presentations, proposals, and responses. Assist with producing a variety of reports as needed. Assist Chair in preparing faculty annual letters for evaluation, PHHP Mid-Career Reviews, UF Promotion and Tenure, and Post Tenure Review (PTR) processes. Assist, gather, and enter information from annual reporting agencies for program accreditations. Collect and collate administrative information as requested by Chair.
Maintain the Department's external website with WordPress, including posting weekly news updates and facilitating changes to academic programs pages when requested. Ensure all information is accurate and up-to-date.
Maintain and monitor Department Listservs and other internal electronic communication methods.
DEPARTMENT SUPPORT DUTIES
Provide administrative support to the Manager of Administrative Services on an as needed basis.
Responsible for all components of scheduling and arranging a variety of meetings, activities, and events. Duties include but not limited to, communication with event venue coordinators and participants, create/manage Doodle polls, schedule appropriate amount of time, determine appropriate amount of space required, select/secure location, arrange parking, distribute materials, monitor and track participation, arrange for meals, draft agenda (including breaks), and other associated tasks to ensure activity is organized and successful. Attend meetings as requested to prepare draft reports, record minutes, and/or coordinate associated activities. Organize and coordinate departmental events such as conferences, workshops, retirement, holiday parties, and departmental lunches, following all pertinent UF and state policies and procedures.
Serve as department's primary representative for building and space management activities. Coordinate office space and faculty/staff office moves. Submit and monitor repair and maintenance requests of Department managed space. Manage/maintain key log.
Coordinate onboarding of volunteers as requested by faculty. Track their status and terminate access when relationship has ended.
TRAVEL/EVENTS
Schedule and coordinate all travel arrangements, travel authorizations, pre-approvals, and reimbursements for the Department Chair. Prepare travel itinerary, make travel and hotel reservations, prepare/process appropriate travel and expense forms, etc. Process all expenditures/invoices/payments for the Department Chair (i.e. memberships, subscriptions, licensure requirements, etc.). Primary point of contact between Chair, department faculty and other administrative staff for departmental visitors as it relates to travel arrangements, itinerary creation etc. (e.g. seminar speakers, faculty candidates). Assist department faculty with UFGO expense reports after travel is complete.
Schedule and coordinate faculty candidate and seminar speaker travel. Research and arrange airfare reservations, hotel rooms, car rentals, and any other tasks as required by the traveler. Coordinate candidate itinerary with Chair, Dean's Office, faculty, staff, and students. Reserve rooms for seminars, create and distribute seminar flyer and post electronically.
Liaisons with fiscal and HR staff to coordinate activities related to new faculty relocation, associated purchase orders and reimbursement of moving expenses.
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