Administrative Spec II

Location
Miami FL
Posted
Jul 05, 2017
Institution Type
Four-Year Institution
Classification Title:

Administrative Spec II

Job Description:

Project Development and Implementation
Provide support to the Center Leadership for potential, existing and future projects.
Meet with the Center Leadership as needed to identify the areas of each project to show where support is needed for emerging and existing projects.Work with Center Leadership to oversee that the appropriate attention is given to that area of the project.
Schedule meetings and conference call as well as develop detailed meeting materials.

Design, develop, and conduct special studies in the assigned area of the project, particularly those related to public and university events. Collect and accurately analyze data as appropriate for these events. This may involve creating and administering surveys, creating statistical analyses of responses, and creating impact reports for funding agencies.  Disseminates information from planning meetings to all involved stakeholders.
Under the Center Leadership, implement activities to support and improve Center’s capacity to develop, conceptualize and manage projects, including developing effective utilization of technology to support multi-site planning and communication
Receive and maintain confidential or sensitive information
Serve as unit contact between Lastinger office and College or building management
Oversee hiring and supervise OPS staff
Interpret policies and procedures and provide input into development of new policies and procedures
Work with Center Leadership to create presentations across several projects
Survey and collect data for projects as needed; conduct focus groups in the field for feedback and survey collection; employee analyzes data ; employee creates and submits data reports

Disseminate information regarding university regulations, policies, and contracts as needed to the Lastinger Center and other stakeholders internal and external. 

Project Reporting
Oversee the Preparation of project documents to be disseminated at meetings
Oversee that meetings are scheduled
Verify that the notes that are taken at meetings are correct and will develop a good communication process
Assist the Center Leadership in preparing timely emails and correspondence to stakeholders as needed
Oversee project timelines and will submit project updates and reports to the Center Leadership as needed
Provide continuous updates to Center Leadership and other stakeholders on project status
Conduct focus groups, interviews and surveys with project participants to solicit project feedback
Analyze data and submit reports to Operations and Finance Managers

 

Event Coordination
Manage multiple public and university events, formulate and recommend policies and procedures to effectively administer such activities
Create event checklists and budgets for public and university events per university policy
Interpret UF and State administrative regulations and policies related to public functions and university events and recommend new and improved procedures/programs to effectively manage these. 
Assist university administrators and Lastinger Center personnel in resolving specific public functions and/or university events problems. 
Event oversight may include problem-solving in such areas as booking arrangements, catering arrangements, purchasing, budgeting, and logistics. Will be responsible for securing venues and will supervise the scheduling and management of all special event activities.  When needed support staff will be asked to assist and the Crd 1 will oversee the following: design & mailing of invitations, handling of RSVPs, contacting catering and rental services, reconciliation of invoices etc.
This position will negotiate contracts with vendors, working with the Business Office to ensure quality and efficiency with event planning. Must be able to plan short and longer term events goals for the Lastinger Center.
Will work with Business Office to collect and submit all information and paperwork necessary for payment processing.
This position will work with approved vendors to order promotional items and ensure that all items follow university branding policies.

Fiscal & HR Unit Functions
Work with Business Office to collect and submit all information and paperwork necessary for payment processing; liaison between stipend recipients and business office; tracks and maintains record of stipend disbursements
Serve as unit contact between Lastinger office and college or building management; coordinate billing between Lastinger Business Office and college or building management; disseminate information from college or building management to Gainesville and/or Miami office staff; maintains open communication between college or building management and the Gainesville and Miami offices; maintains open communication between Miami office and Gainesville office; supports office management
Supervise OPS employees; approve time; assign responsibilities; coordinate the interview and hiring process.
Work with approved vendors to order promotional items and ensure that all items follow university branding policies; responsible for ordering both project-related promotional items and center-wide promotional items

Budget Management
Assist with budget design and tracking with the Center Leadership’s guidance and Finance Manager’s assistance
Attend to reporting and data-entry deadlines. 
Assist Lastinger Center budgetary staff in maintaining accurate records of expenditures. 
Utilize University and grant policies to approve expenditures

Graphic Design and Technology Assistance:
Utilize Microsoft Office applications to create publications, brochures, and other public relations materials to advertise public and university events. Creates charts/graphs/maps/other visuals for reports and events. Design handouts for meetings. Design reporting templates for events. Oversee and verify that sign in sheets are available at all functions, oversee distribution lists for events. Design and prepare event specific invitations. Advise on video and web production.

Advertised Salary:

Salary is negotiable and commensurate with education and experience

Minimum Requirements:

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

Preferred Qualifications:

Candidates should have superior interpersonal skills, excellent communication skills, superior oral and written communication skills, ability to work in a fast-paced business environment and ability to work proactively to provide wide-range of project support.

Special Instructions to Applicants:

Please upload your resume and cover letter for consideration.

This is a time limited position

This position is located in Miami, Florida.

Applications must be submitted by 11:55 p.m. of the closing date.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required: No