Administrative Assistant II

Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description:

Chair Support: The position supports the department chair in daily activities, including (but not limited to)

scheduling of faculty meetings; special-called meetings; scheduling of faculty/staff annual review

meetings; and accounting of TA office hours. The position is also responsible for scheduling of all other

business meetings as well as travel for the department chair. The incumbent will be responsible for online

calendar management (i.e., calendaring) for the department chair, including identifying the purpose of

all requested meetings. The incumbent will be responsible for scheduling weekly check-in meetings with

the chair to follow-up on pending, ongoing, and upcoming tasks along with coming prepared with an

agenda based on these topics.

The position will be responsible for all internal meeting announcements, department event

announcements (in collaboration with MarCom staff, in cases of external visitors). In collaboration with the

Development officer, the position will communicate with the advisory boards (industry and young) as well

as alumni. The incumbent of this position will also be responsible for all donor communications (i.e.,

letters from the department under the chair’s signature).

This position will serve as a liaison for the chair with all department student organizations, including, but

not limited to, any required event approvals, funding use requests, marketing approvals, etc. on behalf of

the chair.

The incumbent will work with the chair to prepare and distribute agendas for all faculty meetings. The

incumbent will attend faculty meetings and take minutes for the chair. This position will also prepare and

collect faculty surveys on job candidates. Survey results are to be summarized for department chair

review. The position will also conduct faculty votes for hire, tenured faculty votes for tenure, and other ad

hoc voting items that may arise.

Coordinates annual faculty performance review process by ensuring templates are distributed to faculty,

collecting faculty annual reports, organizing reports for review by the Chair, sends faculty annual

evaluations prepared by the Chair, arranges performance review meetings between faculty and the Chair,

and maintains the faculty evaluation files in compliance with the Collective Bargaining Agreement.

Departmental Support: The incumbent will serve as reception backup, as needed. The position will work

with the front desk staff to assist the chair with the following tasks:

• Preparing nominations for faculty and student awards and nominations for faculty professorships.
• Preparing scholarship letters for undergraduate and graduate students and updating department

awards plaques on an annual basis.

• Working with fiscal operations staff in scheduling seminar speakers and making travel arrangements.
• On-campus interview logistics, including arranging candidate escorts between meetings.

Faculty Support: This position will support faculty/staff search committees with applicant lists;

gathering of applicant materials for committee review; arranging candidate phone/video interviews,

and scheduling on-site faculty candidate interviews, including arranging travel. This position may

assist faculty in ordering catering for events, or materials and supplies from UF Market Place.

Responsible for faculty sabbatical and professional development leave. Verifies faculty eligibility,

deadlines, and required documents at the start of each academic year and communicates these to

the eligible faculty and to the Chair. Collects required information for review by the Chair and

appropriate committees.

This position will also prepare some letters for faculty on departmental letterhead.

• Department Tenure and Promotion Administrator: This position will call for faculty dossiers and verify

content against college criteria. The incumbent will also call for and organize mid-cycle review

packets and schedule mid-cycle review processes with tenured faculty. The incumbent will also call

for letter writer lists from (T/P candidates and the chair) and make distribution to the college, in

addition to sending letter writer invitations. The incumbent will also manage T/P review process

scheduling and preparation of college forms as well as track documents in-review by tenured faculty.

Event planning: This position will maintain the department event calendar (e.g., advisory board

meetings, spring awards banquet, etc.) as well as maintain all departmental conference room

calendars. The incumbent will work with the chair on all department events and faculty workshop

planning and contracting services for these events. The position will also work with the chair on

organizing the faculty retreat. Some after-hour event organization and attendance are necessary. On

all these tasks, this position will be assisted by the front desk person, as needed.

Advisory Board: The position assists in the planning of advisory board semi-annual meetings and

quarterly telecons, which may be remote or virtual. The incumbent will coordinate meeting times,

dates, speakers, and presentation materials. The incumbent will distribute semi-annual meeting

invitations and agendas as well as assist the chair with minutes on specific sessions.

Other duties as assigned: The position will also assist the chair in managing established email

distribution lists for various constituents (faculty lists, staff list, advisory board list, graduate student

lists, etc.).

Expected Salary:

$21.00-$23.00 per hour; commensurate with education and experience

Required Qualifications:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred:

• Experience and familiarity with the roles of academic leaders (chairs, directors and deans), managing

calendars and day to day functions of an office to effectively and proactively provide a professional

support.

• Knowledge of and experience with academic processes of faculty, including Tenure and Promotion,

Faculty Annual Reports and Evaluations, and Sustained Performance Evaluations.

• Experience in planning events for 30 or more people.
• Ability to plan, organize and coordinate work assignments.
• Ability to exercise and maintain strict confidentiality of sensitive information.
• Excellent computer skills and the ability to operate general office equipment.
• Excellent interpersonal and communication skills (verbal and written). Thorough knowledge of standard

business procedures to include compilation and typing of letters and memos, filing, and telephone use.

• Ability to establish and maintain cohesive working relationships with others and to operate as a team player.
• Ability to understand and appropriately apply rules, regulations, policies and procedures.

Special Instructions to Applicants:

In order to be considered for this position, you must upload a cover letter and resume with application.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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

Health Assessment Required:

No