serp_jobs.breadcrumb.workplace_remote Administrative assistant serp_jobs.h1.location_city

Job Description :

This position serves as assistant to the Department Chair of the Computer and Information Sciences and Engineering Department and supervises the Administrative Support AST II. The incumbent will support the duties of the chair as they relate to the functions of the department and its employees. Responsibilities of this position require a working knowledge of the internal and external functions of the department and the Chair’s activities. These responsibilities require the incumbent to understand, implement and disseminate departmental / college / university rules and regulations as they relate to tasks assigned by the chair. The successful candidate will need to demonstrate the ability to work on and maintain a variety of complex, confidential and sensitive issues.

Arrange and schedule meetings (faculty and staff), conferences and functions of the chair and the department. Coordinate department faculty / staff, students, COE Dean / Assoc. and others throughout the UF community with visitors, interview applicants, Lecturer Series speakers and others. Duties vary depending on need and include coordinating calendars, preparing agendas, travel arrangements, ordering food, scheduling venues, and disseminating announcements via various platforms. Assist Chair or designated faculty member in organizing the Industrial Advisory Board meetings. Maintains contact information for IAB members. Oversee and coordinate the purchase of any items needed for events such as marketing items and other supplies needed for the event.

Collect, compile, prepare, edit and submit various reports and correspondence required by the department / college / UF and outside sources. This includes coordinating and scheduling interviews for annual faculty evaluations and assisting in the preparation of faculty evaluation reports and merit pay increases, as well as other documents and correspondence pertaining to the interactions between the Chair and the CISE faculty. Assist the Chair with tenure and promotion submissions, including editing, adhering to deadlines, requesting, and compiling confidential letters from outside the UF community. Assist faculty with the review and preparation of the application packet.

Supervise the Administrative Support AST II. This includes but is not limited to ensuring office coverage, bi-weekly time approvals are completed, ensuring annual space report is completed in a timely manner, serving as backup for key distributions and space / office assignments, helping to coordinate moves as needed, and completing quarterly UF Engaged reporting.

Assist Chair with arrangements and scheduling of travel activities. Duties include completion of appropriate documentation required before and after relating to reimbursement (i.e., travel authorizations and expense reports). Reconcile PCard charges related to travel and all purchases made for and by the Chair and visitors for whom incumbent is responsible.

Take notes at faculty meetings and distribute for faculty review prior to faculty meetings. Coordinate the scheduling and hosting of all department faculty meetings.

Miscellaneous duties as needed to provide for the overall function of the department

Expected Salary :

hr; commensurate with qualifications and experience

Required Qualifications :

High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational / technical training may substitute at an equivalent rate for the required experience.

Preferred :

Ability to be a self-starter and have the capacity to seek out the guidance and assistance of College level employees and others across campus.

Ability to prioritize based on immediate need, to be flexible and possess the aptitude to shift focus quickly while remaining organized and tracking all tasks.

Preferred experience using Microsoft Word, familiarity with Microsoft Excel and Visio, Google and it’s applications (Doodle, Google Docs, Google Calendar), Microsoft Outlook (email and calendar), as well as basic knowledge of Adobe.

The successful candidate should be able to function independently of direction, enjoy working with people of different cultures and backgrounds, remain very organized, and be willing to assist others to maintain the overall function of the Administrative Office.