Administrative Spec II

4 weeks ago

Gainesville, United States University of Florida Full time

Job Description:

Statewide Coordination:

Coordinate all communications in all mediums between Associate Dean and:

Unit leaders, faculty, district directors, program leaders, a variety of state and national agencies such as the United States Department of Agriculture (USDA) National Institute of Food and Agriculture, Florida Department of Agriculture and Consumer Services, water management districts, Florida Department of Environmental Protection and various ANR producers groups and associations.

Other UF/IFAS units such as the Program Development and Evaluation Center, Office of Conferences and Institutes, IFAS Communication Services, and other units to carry out the mission of Extension and related initiatives.

Coordinate all communications with working leadership teams responsible to the associate dean and Program Leaders (PL) and Associate Program Leaders (APL) and assist with professional development opportunities for faculty.

PLs, APLs and their respective Extension Pathway Initiative Team, priority work groups and action teams. Assist with the activities of the Initiative teams, priority work groups and action teams.

Manage all travel logistics for the Associate Deans, PLs and APLs as it relates to programs. Associate Dean, PL and APL travel at minimum % of the year. Use UFGO to prepare Travel Requests and Travel Expense Reports on behalf of Associate Deans.

Manage and coordinate all aspects of the Associate Deans schedule on multiple calendars. Schedule and maintain the calendar of appointments and events for the associate dean as well as those meetings in and away from the office, all conference calls and video-conferencing, meetings, seminars and retreats as needed by the associate dean. Anticipate Associate Deans preparation needs for upcoming meetings.

Receive and maintain confidential or sensitive information and handle with appropriate discretion as well as following University policies and procedures.

Organize and maintain program files for the Associate Deans, PLs and APLs and their respective Initiative Teams, priority work groups and action teams (paper and electronic; Dropbox; OneDrive, Microsoft Teams and SharePoint).

Coordinate strategic events and meetings for the Associate Deans and contribute to meetings and events facilitated by the Office of the Dean for Extension. Work with the Extension Conference Planner on the Annual Extension Summit.

Office Responsibilities:

Coordinate and schedule social media campaigns and all webinars hosted by the Associate Deans and APLs. Create and disseminate the communications and make recordings of the webinars available to the extension community.

Serve as the Associate Deans, PLs and APLs liaison to a) the District Extension Directors and their support staff b) coordinators of programs lead by the Associate Deans, PLs and APLs c) faculty involved with the respective programs d) organizations in which the Associate Deans, PL’s and APLs participate.

Track budget expenditures and monitor University accounts assigned to the Associate Deans, PLs and APLs.

Verify purchasing card charges and employee reimbursements using UFGO for the Associate Deans, PLS and APLs.

Provide technical assistance as needed for the Associate Deans, PLs and APLs.

Office of the Dean for Extension business activities include answering phone lines, maintain and order office supplies and equipment for Associate Deans and assisting other Administrative Specialists as needed.

Coordinate with other Departments and Units on the scheduling of interviews. Host candidates when they visit the office for interviews.

Promotion & Tenure:

Support the office as well as Associate Deans, PLs and APLs with their roles in the process for 3-year assessment and tenure/permanent status and promotion for state and county faculty.

Presentations and Marketing:

Provide support to Associate Deans, PLs and APLs in developing background material and outlines for speeches, presentations, and marketing materials. These include Extension brochures, slide presentations, videos, and other materials. Provide support to Associate Deans, PLs and APLs with EDIS publications and Inservice training requests both as writers and approvers. Manage state social media sites, post approved content and assist with website development and updates, as needed.

Other related duties as required, assigned by the Associate Deans, PLs and APLs.

Expected Salary:

$-$, commensurate with experience

Minimum Requirements:

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

Bachelor’s degree preferred in education, business, information technology or related field.

  • Administrative Spec III

    5 days ago

    Gainesville, United States University of Florida Full time

    Job Description: The position of Administrative Specialist III works with the Associate Provost for Academic Affairs and is a highly visible position with significant responsibilities requiring an individual who can manage concurrent tasks, effectively interact with diverse constituents, and represent the office in a professional manner. The incumbent...

  • Administrative Specialist II

    3 days ago

    Gainesville, Florida, United States University of Florida Full time

    Job Overview: As an Administrative Specialist II, you will play a crucial role in supporting the Director's Office through a variety of administrative tasks. Your responsibilities will include: Support for the Director's Office: Drafting both general and confidential correspondence and reports for the Senior Director and Associate Directors. Managing the...

  • Administrative Specialist II

    11 hours ago

    Gainesville, United States University of Florida Full time

    Job Description: Join Our Team as an Administrative Specialist II at the Congenital Heart Center! Are you passionate about providing top-tier administrative support in a healthcare environment? The Pediatric Cardiology Division within the Congenital Heart Center at the University of Florida College of Medicine is seeking a dedicated and...

  • Senior Research Administrator

    3 days ago

    Gainesville, Florida, United States InsideHigherEd Full time

    Research Administrator IIJob No: 532640Work Type: Staff Full-TimeLocation: Main CampusCategories: Grant or Research AdministrationDepartment: MD-PSYCHIATRYJob OverviewClassification Title:Research Administrator I or IIPosition Summary:Pre-Award Management: The individual will be responsible for managing the creation and submission of sponsored program...

  • Grants Management Specialist II

    3 days ago

    Gainesville, Florida, United States InsideHigherEd Full time

    Position Title: Research Administrator IIJob Classification: Staff Full-TimeDepartment: MD-PSYCHIATRYRole Overview:Pre-Award Responsibilities: The Research Administrator II is tasked with leading the creation and submission of grant proposals for sponsored programs. This includes the preparation and refinement of financial plans and narratives, ensuring...

  • Administrative Specialist II

    3 days ago

    Gainesville, Florida, United States University of Florida Full time

    Job Overview: This position provides comprehensive support for the Director's Office, ensuring smooth operations and effective communication within the department. Key Responsibilities: Administrative Support: Drafts and manages both general and confidential correspondence and reports for the Senior Director and Associate Directors. Coordinates schedules...

  • Research Funding Coordinator II

    1 week ago

    Gainesville, Florida, United States InsideHigherEd Full time

    Research Administrator IIJob No: 532640Work Type: Staff Full-TimeLocation: Main CampusCategories: Grant or Research AdministrationDepartment: MD-PSYCHIATRYJob OverviewClassification Title:Research Administrator I or IIPosition Summary:Pre-Award Management: This role involves the supervision of the creation and submission of sponsored program proposals,...

  • Administrative Specialist II

    1 week ago

    Gainesville, Florida, United States University of Florida Full time

    Job Overview: This position provides essential support to the Director's Office, ensuring smooth administrative operations and effective communication. Key Responsibilities: Drafts and manages both general and confidential correspondence and reports for the Senior Director and four Associate Directors. Coordinates the Senior Director's calendar and...

  • Administrative Specialist II

    3 days ago

    Gainesville, Florida, United States University of Florida Full time

    Job Overview: This position provides comprehensive support for the Director's Office, ensuring smooth operations and effective communication within the department. Key Responsibilities: Drafts and manages both general and confidential correspondence and reports for the Senior Director and Associate Directors. Coordinates and organizes the Senior Director's...

  • Grants Management Specialist II

    1 week ago

    Gainesville, Florida, United States InsideHigherEd Full time

    Grants Management Specialist IIPosition Type: Staff Full-TimeLocation: Main CampusCategories: Grant or Research AdministrationDepartment: LS-CHEMISTRY-GENERALPosition OverviewClassification Title:Grants Management Specialist IIRole Summary:The Grants Management Specialist is responsible for a range of functions related to grant administration, including both...

  • Administrative Coordinator II

    3 days ago

    Gainesville, Florida, United States University of Florida Full time

    Job Overview: The University of Florida is seeking a dedicated individual to provide comprehensive administrative support to the Associate Deans and their teams. This role involves facilitating effective communication across various departments and external agencies, ensuring smooth operations within the Extension office. Key Responsibilities: Statewide...

  • Grants and Research Coordinator II

    1 week ago

    Gainesville, Florida, United States InsideHigherEd Full time

    Grants and Research Coordinator IIJob No: 532536Work Type: Staff Full-TimeLocation: Main CampusCategories: Grant or Research AdministrationDepartment: LS-CHEMISTRY-GENERALJob OverviewClassification Title:Grants and Research Coordinator IIRole Summary:The Grants and Research Coordinator is responsible for a variety of tasks related to the administration of...

  • Grants Management Specialist II

    1 week ago

    Gainesville, Florida, United States InsideHigherEd Full time

    Grants Management Specialist IIJob No: 532107Work Type: Staff Full-TimeCategories: Grant or Research AdministrationDepartment: SR-PREAWARDPosition OverviewThe Grants Management Specialist II will oversee the pre-award functions for sponsored initiatives in alignment with institutional and funding agency guidelines, while offering policy and procedural...

  • Financial Aid Program Coordinator II

    1 week ago

    Gainesville, Florida, United States University of Florida Full time

    Classification Title: Student Financial Aid CRD II Job Description: The Office of Student Financial Aid and Scholarships (SFA) is in search of a meticulous and organized professional to fulfill the role of Student Financial Aid Coordinator II. This position is crucial in managing and overseeing special financial programs designed to assist students in their...

  • Grants Management Specialist II

    1 week ago

    Gainesville, Florida, United States InsideHigherEd Full time

    Grants Management Specialist IIJob Overview:The Grants Management Specialist II will oversee the pre-award functions for sponsored initiatives in alignment with institutional and funding agency guidelines, while offering policy and procedural guidance to research teams. This role will also facilitate the preparation of reports for federal and funding...

  • Administrative Services Associate II

    1 week ago

    Gainesville, Florida, United States University of Florida Full time

    Position Overview: This role is essential in delivering administrative and financial assistance to the Director of Student Success, along with faculty and staff within the department. Key responsibilities include prioritizing tasks, delegating responsibilities, and overseeing office operations to maintain efficiency. As the main point of contact for the...

  • Financial Aid Program Coordinator II

    1 week ago

    Gainesville, Florida, United States University of Florida Full time

    Classification Title: Student Financial Aid CRD II Job Overview: The Office of Student Financial Aid and Scholarships (SFA) is in search of a meticulous professional to fill the role of Student Financial Aid Coordinator II. This position is essential in overseeing various financial assistance programs aimed at supporting students in their educational...

  • Administrative Coordinator II

    1 week ago

    Gainesville, Florida, United States University of Florida Full time

    Job Overview: The University of Florida is seeking a dedicated professional to provide comprehensive administrative support to the Associate Dean and associated leadership teams. Key Responsibilities: Statewide Coordination: Facilitate all forms of communication between the Associate Dean and various stakeholders, including faculty, program leaders, and...

  • Administrative Support Specialist II

    3 days ago

    Gainesville, Florida, United States University of Florida Full time

    Job Overview: This position provides comprehensive administrative support for the Director's Office, ensuring efficient operations and effective communication within the department. Key Responsibilities: Support for the Director's Office: Drafts and manages both general and confidential correspondence and reports for the Senior Director and four Associate...

  • Administrative Assistant III

    2 weeks ago

    Gainesville, United States University of Florida Full time

    Administrative Assistant IIIJob no:532830 Work type:Staff Full-Time Location:Main Campus (Gainesville, FL) Categories:Office/Administrative/Fiscal Support, Veteran's Preference Eligible Department:60380000 - AG-GLOBAL FOOD SYSTEMS Classification Title:Administrative Assistant III Job Description:The Administrative Assistant III will provide daily...