Administrative Support AST III

Main Campus (Gainesville, FL)
Apr 28, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516459
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Administrative/Professional
Department:19010200 - EG-ACADEMIC PROGRAMS

Classification Title:

Administrative Support AST III

Job Description:


Coordinates curriculum committee meetings, receives and compiles all materials relating to curriculum issues for the committee. Prepares and disseminates minutes and actions items to the faculty for approval as well as providing documentation to the university undergraduate and graduate committees. Tracks and communicates to the College of Engineering departments the status of course transmittal requests and is responsible for maintaining college files.

Coordinates the tenure/promotion process for the college including mid-term and advance review, distinguished professor, and salary pay plan for professors. Incumbent is the primary contact in the college for the departments and assists faculty to insure university procedures and guidelines are followed in completing packets. Coordinates all College Tenure and Promotion Committee meetings, compiles and disseminates materials to the committee members. Reviews all tenure and promotion packets for guideline compliance and accuracy prior to submitting to the university academic personnel office.

Primary contact for faculty development related projects, i.e. sabbatical/professional development leave, faculty awards, sustained performance evaluations, and other faculty related concerns. Primary/secondary contact for the inclusion/diversity/equity/access (IDEA) committee. Coordinates with appropriate committees to schedule, provide records, and support to accomplish these objectives.
Coordinates graduate program activities, including meetings of grad coordinators and staff, engineering graduate student council, and graduate student recruitment activities. Handles requests for travel grants.

Maintains academic affairs webpage – updating current information and creating new pages as needed using established templates.

Coordinates special projects for the Associate Dean, including but not limited to: ABET self-study, New Faculty Workshop Orientation, Faculty Lunches / Breakfasts, College of Engineering Faculty Picnic, and other projects as required.


Provides administrative support to the Associate Dean for Academic Affairs. Acts to facilitate achievement of the objectives of the Office of Academic Affairs. Keeps the Associate Dean informed of events and matters related to the Academic Affairs’ office and projects. Summarizes information on policies, events and other topics that are important to the office. Exercises independent judgment and makes decisions regarding handling of requests, communications, visits and information. Deals directly with those matters that can be accommodated within the authority of the position. Handles confidential files and communications.

In the Associate Dean’s absence, keeps him/her informed and reacts to messages, visits, inquiries and/or other requests. Handles all issues that can be accommodated and where circumstances require action that exceeds the position’s authority, contacts the Associate Dean for guidance or brings the matter to the attention of the appropriate administrator.

Prepares and disseminates correspondence and when appropriate prepares responses and/or draft correspondence for the Associate Dean’s consideration. Proposes procedures and practices to simplify the administrative functions of the office.

Secures, compiles, and analyzes data. Acts as liaison between the office and other UF offices as well as outside organizations on matters relating to implementing procedures and/or scheduling meetings. Coordinates with the Associate Dean to administer the annual budget. Monitors expenditures and maintains fiscal records.


Screens incoming phone calls; responds directly or routes inquiries to destinations where they can be addressed.

Maintains the Associate Dean’s calendar. Schedules and coordinates appointments. Schedules and makes arrangements for social gatherings, meetings, conferences, and seminars. Contacts those involved and prepares and distributes agendas/announcements.

Coordinates travel arrangements for the Associate Dean and prepares and forwards all required documents for appropriate authorizations and reimbursement of expenses.

Provides administrative support to the College of Engineering Faculty Council and maintains council webpage.


Performs related work as assigned and required to assist in the efficient operation of the office.

Expected Salary:

$22.60 - $28.85/hour; commensurate with qualifications and experience

Minimum Requirements:

This position is open to current UF employees only.

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 Qualifications:

Highly preferred an individual who has accomplished administrative experience and familiarity with the roles of academic leaders (chairs, directors, and deans) to effectively and proactively provide the required level of professional assistance.

Incumbent should be proficient in Microsoft Office including Outlook, Word, Excel, Access and PowerPoint. Demonstrated ease with learning new programs and competence in project management skills is desired.

Maintain strict confidentiality at all times and a willingness to perform administrative services such as answering phones, retrieving phone system messages, making calls and recording minutes.

Interact professionally with the public in a sensitive and professional manner.

The incumbent must have a talent for listening carefully and communicating tactfully.

Must have the ability to work independently and contribute to a team of staff.

Must be articulate and have a good command of the English language. Proficient writing skills and the ability to compose correspondence, edit, and proofread.

Must be punctual and maintain an excellent attendance record.

Must be organized with the ability to prioritize own work and proceed with minimal supervision.

Consistently demonstrate personal initiative: display interest in the overall well-being of the Dean’s Office.

Knowledge of fiscal transactions.

Special Instructions to Applicants:

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

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

This position is open to current UF employees only.

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.

Health Assessment Required:


Advertised: 10 May 2021 Eastern Daylight Time
Applications close: 23 May 2021 Eastern Daylight Time

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