Job no: 523354
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Engineering/Computer Science, Office/Clerical
Department:19010600 - EG-RESEARCH

Classification Title:

Administrative Support AST III

Job Description:

Administrative/Clerical support to the Associate Dean for Research and Facilities in the College of Engineering; maintains calendar and makes appointments, establishes priorities for the Associate Dean’s calendar, as appropriate; screens and routes all incoming calls and mail for the Associate Dean, handles those items not requiring the Associate Dean’s personal attention of response. When Associate Dean is absent, keeps him/her apprised of messages, visits, correspondence or concerns which must be handled urgently. Coordinates meetings including time, location, parking arrangements, travel for outside visitors, including luncheon and dinner meetings. Develops, compiles and/or organizes any required materials, as needed; assists the Associate Dean in fulfillment of his/her responsibilities as research administrator, keeping him/her informed of the status of and progress of on-going activities. Responsible for information management to ensure required deadlines are met. Maintains records and files for the Associate Dean for Research and Facilities including various organizations or committees (on-campus, industrial and national) of which he/she is chair or active member. Maintains a computerized contact and address database, coordinates mailing of correspondence and mass mailings.

Coordinates all travel arrangements for the Associate Dean; secures hotel reservations, airline reservations, rental cars, required meeting/conference registrations, travel authorization requests, itineraries, meeting and conference presentation materials and travel reimbursement requests.

Assists with the processing of Conflict of Interest Waivers and Monitoring Plans associated with outside employment by College of Engineering faculty, serves as liaison with the University of Florida Office of Licensing and Technology, maintains files of all approved Conflict of Interest and Monitoring Plans for College of Engineering faculty.

Coordinates reporting compliance of all centers and institutes in the College of Engineering including the annual update report required by the Provost’s Office. Maintains all files, requests submission of updates and responses from center directors and assists the Associate Dean in preparing response to the Provost.

Coordinates all processes involved with internal competitions for limited proposal submissions.

Cross-trains with other Dean's Office staff in the College of Engineering to support other Dean’s during absences or times of heavy workload, including general front office reception and phone coverage

Expected Salary:

$21.50 - $23.00 per hour; commensurate with qualifications and experience

Minimum Requirements:

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:

• Must be a team player and willing to coordinate workload/office coverage with others team members.
• Possess at least four years of administrative/clerical experience working with administrators.
• Possess excellent administrative/clerical skills, including proficiency in Microsoft Office applications like Word, Excel, and Outlook.
• Ability to use own judgment in decision making without input from supervisor.
• Ability to perform assigned tasks without supervision.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively both verbally and in writing.
• Ability to handle telephone calls in a courteous and professional manner.
• Ability to compose routine correspondence.
• Ability to establish and maintain effective working relations with others.
• Ability to organize files and other records.
• Knowledge of office procedures, grammar usage and basic math.
• Ability to function under highly stressful circumstances.

Special Instructions to Applicants:

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

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.

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

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required:No

Advertised: 08 Sep 2022 Eastern Daylight Time
Applications close: 15 Sep 2022 Eastern Daylight Time