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Administrative Support AST I

University of Florida
Main Campus (Gainesville, FL)

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Job no: 519711
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Office/Clerical, Veteran's Preference Eligible
Department:16600000 - LS-AFRICAN STUDIES PROGRAM

Classification Title:

Administrative Support Assistant I

Job Description:

The Center for African Studies is seeking an Administrative Support Assistant I. This position performs programmatic support functions for the Center for African Studies. The Center seeks a dynamic employee with strong organizational skills and an interest in Africa and the African Diaspora to assist with academic program administration, project planning, social media, and event coordination for UF's nationally recognized Center for African Studies. You will work closely with faculty and students to schedule courses, plan UF and community-based events, and execute grant-funded initiatives. These include a summer African Language institute attracting students from across the country and Africa-based experts. Excellent communication skills are expected as is the ability to manage the center's busy calendar and work closely with CAS Director, Associate Director, and Outreach Coordinator.

Duties and responsibilities include, but are not limited to:

Course scheduling, evaluations, grade reporting, course descriptions, communication with Academic Advising and other faculty, student, teaching-related administrative tasks. As well as responsible for data collection, entry, and coordination of the dissemination of Center information and activities including website and publication support and receiving of visitors, venter support for the African Flagship Initiatives (AFLI) including course registration, housing, receptions, cultural events, update of the website, communication with AFLI faculty and staff, as well as other duties as assigned.

Conference, program and event support includes making arrangements for food and beverage orders for events, preparing conference and event materials, process building or room reservations and working with the Outreach and AFLI Director for outreach and event planning support.

Academic support includes preparation of online schedule of courses ensuring the accuracy of the information, liaison with other departments regarding cross-listed courses, overseeing course evaluations, and grade collection and entry, maintaining Academic Activities Reporting (AAR) system, textbook orders and adoption and classroom-related requests, process records or grade change requests, maintain center database for African Studies courses, minor certificates and research opportunities, student registration, maintain various student databases, room scheduling, and working with superiors to update course descriptions.

Data Collection and entry: mail coordination includes maintaining listservs and specified email addresses, maintaining center contact information, updating any relevant databases, participating in data collection for federal grant reports and proposals including Qualtrix for evaluations, and monitoring the center's activities and events schedule.

General Administration includes maintaining the Director's schedule, conference room schedule, greeting visitors, answering phones, distributing mail and packages, preparing schedules and information for visitors and job candidates, support for new employees and visitors with library privileges, ID cards, and other UF access as needed, coordinate building and phone requests, maintaining building and room keys, preparing faculty and student award letters and other correspondence as needed, and maintain applicant files for awards and travel

Publicity includes performing routine updates to website information using web design software, uploading and maintaining center information in UF portal, providing assistance for staff and faculty in the creation and dissemination of flyers, invitations, and other publicity materials, preparing weekly lecture flyers and overseeing distribution

Fiscal processing includes order and maintaining office supplies, anticipating future needs to assist with budgeting for programs and events, reconciling purchasing cards weekly and keeping an appropriate backup, cross-training with other staff to provide backup when needed.

Other duties as assigned.

Expected Salary:

The salary range is $15.00 - $18.00 per hour, commensurate with qualifications and experience.

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience.

Preferred Qualifications:
  • Computer skills in Microsoft Word, Excel, Outlook, Qualtrix, Adobe, and web design software.
  • Ability to prioritize work assignments and work in a team environment.
  • Ability to accurately enter data and respond in a timely manner to information requests.
  • Excellent skills in written and oral communications.
  • Commitment to excellence, ability to use own judgment in making certain decisions and escalate to supervision as appropriate.
  • Ability to carry out assigned tasks with little or no supervision.
  • Ability to handle telephone calls in a courteous and effective manner.
Special Instructions to Applicants:

In order to be considered for this position please upload your cover letter, resume, and the names and contact information of at least three (3) professional references.

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

This is a time-limited position.

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: 12 Apr 2022 Eastern Daylight Time
Applications close: 17 Apr 2022 Eastern Daylight Time

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