Job no: 515976
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical
Department:33050000 - HP-PHYSICAL THERAPY

Administrative Spec II

This position is located in the Department of Physical Therapy, College of Public Health and Health Professions (PHHP) and will serve as the administrative coordinator to the Chair of the department and Director of the ImagingDMD multi-center network. This is a highly professional position requiring daily contact with the public, faculty, staff, university community, industry sponsors and governmental agencies. The incumbent in this position performs a broad range of administrative duties on behalf of the Department Chair and as such, must exhibit a highly professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues, and exercise independent and prudent judgment when completing the tasks and responsibilities associated with his/her duties.

Develop and maintain an understanding of the requirements and priorities unique to the Department Chair and Business Manager. Coordinate all activities in support of departmental and institutional priorities. The incumbent works closely with the chair and Business Manager to coordinates interactions with other departments within the college (PHHP), the Health Science Center, other senior administrators, and internal and external stakeholders. Coordinate activities for local, regional and (inter)national professional organizations for the chair in his/her advisory, leadership and governs relationships with various stakeholders as needed. This requires a working knowledge of each organization, their respective function and interacting on behalf of the Chair with these organizations. Responsible to be the point of contact for the Chair on department related inquiries and resolution of problems. Manage tickler system to assure that projects stay on schedule. Recommend policy for administrative and program operations and advise faculty/administration/staff regarding interpretations, applications, and implementation of new or revised rules, policies and procedures. Directly supervise and coordinate work assignments for staff assigned to special projects.

Take the lead to coordinate the preparation of reports, presentations, proposals, and responses. Coordinate data collection, perform data analyses and submit findings to the Chair or Business Manager and be able to provide ad hoc reports upon requests. Develop and analyze reports to determine needs and anticipate future issues. Must be able to communicate professionally in writing or verbal on correspondence on behalf of the Chair. Prepare letters of recommendation and letters of support for grant applications at the request of the Chair. Assist Chair and Business Manager in preparing and distributing individual letters of evaluation from the Chair to faculty members. Assist faculty with preparation of PHHP annual activity report. Assist Chair with preparation of departmental administrative reports; this may include budgetary reports. Maintain highly confidential and sensitive information on behalf of the chair. Assist chair with tasks initiated in faculty and staff meetings and compose faculty meeting minutes to submit to the chair and faculty. Disseminate news releases, event reminders, recognitions, and other Departmental information as requested.

Coordinate Chair’s calendar. Schedule local, national, and international meetings, conference calls, and events on behalf of the chair daily. Advise chair of departmental activities and projects. Coordinate timelines for Chair to ensure that deadlines are met. Collect and collate administrative information as requested by the Chair. Ensure the Chair’s CV and biosketch are updated as needed. Assist with leave requests and PHHP Dean’s Office travel routing procedures. Responsible for the coordination and implementation of special meetings/sponsored events including venue procurement, catering, travel, and meeting/event preparation tasks. Schedule committee meetings by contacting faculty in other departments and outside of college. Coordinate travel arrangements and facilitate correspondence with other departments/units for the Department Chair/Director, including but not limited to, preparation of all travel-related processes required by the university and college. Coordinate travel and itineraries for special guests, faculty hires, prospective post-doctoral fellows or graduate students, and speakers, as requested.

Responsible for assisting in preparing and collecting materials for grant submission involving the Chair. Work in conjunction with Research Administrator in assisting the Chair with different aspects of grant submission, including preparing letters, editing facilities pages, biosketches, and tracking timelines and communications with other participants. Proofread grant sections, assist with uploading documents and assembling grants. Coordinate annual Imaging DMD advisory board meetings, which includes venue procurement, catering, flight and hotel arrangements for a large number of investigators and advisory board members, as well as budget management. Prepare ad hoc reports on projects when requested.

Coordinate department renovations, facility logistics, and office moves. Serve as the point of contact for inquiries and coordinate and manage the activities for special projects.

$54,000 to $63,000 commensurate with experience.

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

EDUCATION & TRAINING:
Bachelor’s degree

EXPERIENCE:
Experience with HIPAA and confidential information
Experience with budgets
Experience writing professional business letters
Experience scheduling meetings with multiple parties

KNOWLEDGE:
Familiarity with the role of the Chair, to provide professional-level assistance effectively/proactively
Familiarity with collecting and preparing data analyses

SKILLS:
Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint
Demonstrate project management skills
Demonstrate excellent writing skills

ABILITIES:
Ability to compose own correspondence and edit/proofread that of others
Capable of working under pressure and producing within deadlines
Ability to prioritize own work and proceed with minimum supervision
Ability to maintain a professional approach at all times
Ability to multitask

PHYSICAL QUALIFICATIONS: None

OTHER QUALIFICATIONS:
Demonstrate ease with learning new programs
Maintains strict confidentiality at all times
Interacts professionally with the public in a sensitive and professional manner; screens requests and materials effectively and efficiently; and readily handles a variety of situations
Works independently and as a team member
Articulate; has a good command of the English language
Punctual; maintains an excellent attendance record
Highly organized
Consistently demonstrates personal initiative
Displays interest in the overall well-being of the health system

In order to be considered, you must upload your cover letter and resume.

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

This is a time-limited position.

The University of Florida is an equal opportunity/affirmative action employer and is committed to increasing the diversity of its faculty and staff. We welcome nominations of and applications from anyone who would bring additional dimensions to the university’s research, teaching and clinical mission, including women, members of minority groups, protected veterans and individuals with disabilities.

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Advertised: 05 Mar 2021 Eastern Standard Time
Applications close: 14 Mar 2021 Eastern Daylight Time