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Administrative Support Assistant II

Employer
University of Florida
Location
Main Campus (Gainesville, FL)

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Job no: 517697
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical, Veteran's Preference Eligible
Department:28050000 - VM-PHY SCI

Classification Title:

Administrative Support AST II

Job Description:

Manages Physiological Sciences Teaching Program; gathers and prepares information needed for course notes, syllabus, slides, presentations, etc. and furnishes course coordinators and students with updates as needed. Posts updated materials on website as appropriate. Manages the teaching evaluation process by maintaining a schedule of course by service to be evaluated and ensure their completion. Provides the Office of Students and Instruction with any data related to the overall program and final evaluations. Manage and maintain all files and records related to Physiological Sciences curriculum. Gathers data and prepares spreadsheet of instructor and course effort to enter data into Academic Activities Report in MyUFL. Coordinates all Peer Reviews of faculty. Manages spreadsheet associated with Peer Reviews to track when they are due for each faculty member. Coordinates what lectures faculty will attend to complete the necessary reviews and ensures they have proper documentation to record evaluation.

Responsible for auditing pre-and post-travel paperwork. Enters travel information into myUFL travel module, prepares reimbursements, obtains proper signatures, ensures that appropriate paperwork is sent to the VM Financial Services Office (FSO); tracks travel to its culmination. Checks travel categories of accounts to make sure appropriate funds are available and confers with appropriate FSO accountant if there are insufficient funds. Assists with travel arrangements as needed.

Manages the departmental database with information gathered from the faculty achievement reports annually. Along with the achievement forms the database will be updated based on new faculty hire information, promotions and other information determined by the Chair. Regular maintenance of the database will be required to ensure it captures the appropriate information and remains current.

Assists in reconciling CVM accounts (HSC & IFAS components) to the University’s departmental ledgers and records necessary corrections; maintains individual departmental accounts in department’s accounts program (Excel spreadsheets) and/or any other account management system.

Assists with the training of personnel on procedures for accounting systems.

Assists with the implementation of any organization changes and/or new accounting or clerical procedures. These activities will be performed in consultation with the Administration Specialist,

Assists Administrative Specialist in daily operation of Department, to include, but not limited to, handling daily logistics to keep overall department operating properly. Maintains office equipment and departmental vehicles maintenance. Facilitator for copier maintenance, service and supplies. Coordinates facility maintenance requests. Shares responsibility for mail distribution, and serves as departmental courier.

Cross trains with staff for vehicle, meeting, and room scheduling; reception duties; faxing of documents; mail distribution and preparation; as well as other related duties as deemed appropriate by supervisor.

Expected Salary:

$16.18 - $18.90 per hour

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:
  1. Outstanding computer knowledge and skills.
  2. Knowledge and experience with various software applications, i.e. Photoshop, Acrobat, PowerPoint, Page Maker, Excel, Word, Word Perfect, etc.
  3. Working basic knowledge of computer application, i.e., hardware
  4. Experience with Website design and maintenance, creative, etc.
  5. Ability to collect, compile and analyze data.
  6. Experience with Tenure and Promotion, Sustained Performance and Faculty Evaluation process.
  7. Excellent communication skills verbally and in writing.
  8. Excellent computation and letter writing skills with the ability to use correct grammar, punctuation and spelling.
  9. Ability to maintain confidentiality with sensitive materials.
  10. Ability to work independently, plan, organize and direct appropriate action.
  11. Ability to maintain effective communication with supervisor.
  12. Ability to get along well and maintain an effective working relationship with faculty and staff.
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of references with contact information.

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

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.

Health Assessment Required:No

Advertised: 01 Oct 2021 Eastern Daylight Time
Applications close: 08 Oct 2021 Eastern Daylight Time

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