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Administrative Spec II

2 months ago

Gainesville, United States University of Florida Full time

Job Description:

This position directly supports the strategic initiatives and high-level responsibilities of the Associate Dean for Research (ADR) and the overall efforts of the College of Public Health and Health Professions’ Dean’s Office. This is a highly professional position requiring routine contact with faculty and staff within the college, the broader university community (eg. president’s office, senior vice president’s office, the office of research, and other senior administrators), and external agencies. The incumbent in this position performs a broad range of responsibilities in support of the College and the Office of the Dean and as such, must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues, and exercise independent and prudent judgement when completing the tasks and responsibilities associated with assigned duties.

The Administrative Specialist II position will manage projects for the Associate Dean for Research (ADR). The candidate will be responsible for overseeing complex recurring processes such as internal grant review activities and approval, submission and feedback related to pilot grants and research-related awards.

Steward Initiatives: Manages and/or provides direct high-level oversight to various ongoing initiatives. Creates and disseminates announcements, monitors for submissions, compiles applications/submissions, tracks submissions through department/college/university levels of review, communicates with the Associate Dean for Research (ADR) identified potential reviewers, provides selected reviewers with submitted materials to review, compiles/organizes reviews, and schedules follow-up meetings for ADR or others as applicable. Facilitates information requests to faculty, departments, the UF Office of Research, College Research Committee; notifies appropriate individuals/units of status changes as requests make their way through the process.

Coordinate PHHP Days: Coordinates PHHP Days activities, in tandem with the College Event Coordinator. Solicits and manages submission of PHHP day abstracts and their reviews, organizes abstracts into themes, receives feedback from reviewers and facilitates return to PHHP days committee. Responsible for securing venue, organizing poster boards, soliciting, and scheduling volunteers, and organizing presenters. Works with PHHP Marketing and Communications (MarCom) team on advertisements for event, emails event reminders, ensures adequate advertising and visibility for event is in place. Is flexible and adaptive for various other duties that may require handling related to this important College-wide event.

Process Development: Develops timelines. Provides status updates on a regular basis. Serves as the primary conduit for the receipt and flow of information across various participants and stakeholders.

Steward Strategic Communications: Manages outgoing communications as needed and requested for the ADR. Disseminates information/announcements. Stewards updates for websites and portals for the PHHP Office of Research. Designs and deploys web portals/Qualtrics surveys for the various Office of Research program elements.

Administrative Support: Provides administrative support to the College Research Committee meetings (1x per month), Executive Research Council meetings (1x per month), PHHP faculty academy 1:1 meetings between the ADR and college faculty. Coordinates with College Administrative staff to help manage logistics for the PHHP Faculty Academy. Overall, this could include scheduling meetings, creating agendas, taking and disseminating minutes, creating action items, following up to close out topics as needed. Works with ADR administrative assistant on travel and other calendar elements for ADR when applicable. Also serves as a point of contact on the administrative team in the Dean’s Office in the College of Public Health and Health Professions in furtherance of the college’s mission. This includes office coverage, backup coverage for administrative team functions, event support, etc. This position must collaborate and work in an inclusive, team environment to ensure the smooth operation of the Dean’s Office at large.

Data Use in Support of Initiatives: Works with College and University entities – such as College Research Core, College MarCom team, PHHP Advancement, Human Resources, Division of Sponsored Programs etc. - as needed and directed in support of strategic initiatives as they relate to data and reports. This may include collecting/collating information, supplying data, running/requesting reports, and other duties as assigned. Assists with collecting information for the College Annual Report (PHHP Impact Report), reviewing drafts, and providing feedback.

Expected Salary:$, - $, annually; commensurate based on qualifications and experience. Minimum Requirements:

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

Preferred Qualifications: Project management experience. Individual who is self-motivated and directed. Ability to interact professionally with students, staff, faculty, and the public including alumni, parents of students, Legislators, Board of Governors, and others in a courteous and tactful manner. Individual who recognizes the value of working collaboratively and can foster a positive team environment. Skill in the preparation of correspondence and reports using a personal computer, as well as knowledge of effective office procedures. Effective verbal and written communication skills. Skill in the use of WordPress for website development and maintenance. Ability to quickly prioritize and triage competing work demands, applying effective problem-solving and time-management techniques. Working knowledge of University of Florida, State University System and government agencies, particularly as these relate to academic and student related personnel policies and procedures.