Administrative Support AST II
Job no: 516261
Work type: Staff Part-Time
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:26080100 - HH-OAK HAMMOCK ADMIN
Administrative Support AST IIJob Description:
Responsible for daily operation of department office; establish work priorities and delegate duties to other office staff.
Assist in development of departmental policies and procedures.
Exercise signature authority for various office transactions.
Prepare and maintain a department master filing system.
Prepare reports for Dean’s Office and other offices at Oak Hammock; maintain calendar for recurring reports.
Assists with revision and preparation for publication of Operations Manual.
Compile, edit and prepare for delivery of monthly newsletter.
Schedule use of facilities and equipment e.g. massage therapy, group exercise classes, fitness assessment.
Order all departmental supplies and equipment.
Initiate, monitor, supervise and submit billing for fee-based programs and staff operations.
Assist in the planning, administration, supervising and staffing of special events.
Type correspondence, articles and grant proposals for department if applicable.
Make all travel arrangements; prepare necessary forms.
Coordinate with appropriate Oak Hammock departments such as reception, maintenance, housekeeping, security, marketing, IT and communication to facilitate plans or resolve any issues that may arise in these specific areas.
BUDGETARY & FINANCIAL:
Prepares updates and projections and compiles background information for budget planning.
Assist in developing and monitoring annual operating budget.
Work with Dean’s Office in establishing monthly auxiliary reports.
Work with Auxiliary Accountant implementing new financial procedures and reports.
Responsible for daily monitoring of operating budget expenditures.
Trouble-shoot in areas where department encounters financial difficulties, ensuring that adjustments are made.
Correspond with both on- and off-campus vendors.
Verify receipt of supplies and equipment, approve invoices for payment, and ensure compliance with UF & State requirements and regulations.
Manage accounts receivable via cash receipts and payroll deduction; follow-up delays in deductions.
Reconcile accounts payables ledgers to Finance & Accounting departmental ledgers.
Prepare and maintain budget records on grant and extramural funding accounts if applicable.
Assist in recruitment and enrollment of fitness center and aquatics staff.
Maintain personnel files, responsible for all personnel paperwork, OPS appointments, Independent Contractor status, and Graduate Assistant appointments.
Conduct ongoing staff training for administrative policies and procedures.
Train staff on time entry procedures, review time submitted, verify work hours, and approve time submitted by personnel online; track preliminary and final paylists.
Federal College Work Study monies.
Certify OPS on-line.
Supervise the fitness center floor as needed.
Train staff and participate in the execution and administration of the annual functional fitness assessment. Generate reports of participant fitness assessment results and schedule meetings with residents to discuss and implement action plans.
Assisting with the development of lifeguarding and fitness staff scheduling. Communicating with staff about future availability.
Assist in drafting fitness program job descriptions, postings and recruiting material for prospective employees. Preparing for and participating in any College of Health and Human performance job/internship fair events.
Process and maintain confidential member files.
Track payroll deductions and check payments for proper credit.
Verify member eligibility with administration.
Liaison between residents and fitness program including: descriptions of fitness policies, procedures, offerings and general resident engagement. Also engage with marketing tour groups and prospective residents during their tours.
Role in the promotion and marketing of all fitness/aquatics programming and related events. Ongoing development of informational and promotional marketing material through various communication mediums such as phone calls, flyers, mailers, articles, and electronic posts. Distribution of marketing material and partnering with the appropriate Oak Hammock department to facilitate when necessary.
Keeping track of staff attendance and making sure they are adhering to policy. Documenting and notifying staff members when they are in violation of attendance/tardiness policies.
Audit of monthly resident utilization of facilities and group exercise classes. Analyze data and direct promotion where needed.
Scheduling coordinator for resident massage therapy scheduling. Complete daily massage reminder calls and update any schedule changes while communicating updates to the licensed massage therapists in a timely manner.
ASSISTANT TO THE DIRECTOR:
Type correspondence of a general and confidential nature.
Take and transcribe meeting notes; distribute final copies to appropriate personnel.
Compile and analyze data for administrative decisions.
Assist with preparation of various reports.
Maintain confidential files.
Assist in the supervision and communication with the 3rd party pool service company that provides service to aquatics facilities. Communicating and explaining any maintenance issues or facility shut downs to residents while also giving periodic updates until issue resolution.
Meeting regularly with the fitness center director to discuss, analyze and plan: policies, procedures, staffing, schedules, hiring, billing, purchasing, program promotion (general and specific events), and budget adherence.
Preparing for and attending meetings and forums at Oak Hammock when they pertain to the fitness program, such as the monthly health and well-being committee meeting and the quarterly administrative department head meeting for Oak Hammock staff. Documenting any pertinent information and concerns relayed at these forums while contributing to any action plans addressing any issues brought forth.Expected Salary:
$16.18-16.65 per hour commensurate with experienceMinimum Requirements:
High school diploma or equivalent and four years of relevant experience.Preferred Qualifications:
Ability to work without supervision and to supervise others.
Ability to communicate well and establish and maintain effective working relationships with students, staff and vendors.
Knowledge of computer programs and applications, (Word, Excel, Publisher, Powerpoint, Access), office procedures, business formats, correct spelling, punctuation and grammar, basic math, University procedures and regulations, and standard office machines.
Must be able to maintain confidentiality when working with participants.
Ability to maintain accurate records.
CPR with AED certification required.Special Instructions to Applicants:
In order to be considered for this position, a cover letter, resume and contact information for at least three professional references must be uploaded to this requisition.
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.
This position has been reposted. Previous applicants are still under consideration and need not reapply.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.Health Assessment Required:
Advertised: 16 Apr 2021 Eastern Daylight Time
Applications close: 23 Apr 2021 Eastern Daylight Time