Administrative Support AST III

Job No: 527179
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 15020000 - DCP-SCHOOL OF ARCHITECTURE

Job Description


Classification Title:

Administrative Support Assistant III

Job Description:

Administration

Provides administrative assistance to senior persons and staff at the School of Architecture, College of Design, Construction and Planning, the directors, the office manager, or other members of the faculty. Be readily accessible and available in person, via telephone and or via email to tend to a multitude of tasks. Responsibilities include arranging and managing calendars for the director(s), composing and producing correspondence, drafting and editing presentations. Scheduling & processing the director travel and expense reimbursements. The duties also include many clerical functions with regular use of IT equipment and office machinery for the purpose of supporting office operations. (e.g., scheduling, copying, data entry, filing, etc.)

Events, Conferences and Meetings Coordination

Prepares, coordinates, manages and attends key annual events related to the School of Architecture, UF College of Design, Construction and Planning. These events include, but are not limited to the DCP Home Coming Event, School of Architecture Spring Awards Ceremony, and School of Architecture Coming Home Series (Alumni Event) where this role requires the employee to source, confirm and book the venue or reserve rooms on campus, source and arrange food and beverage itinerary with the catering company, arrange access and parking for the caterers, attendees and guests. Keep affiliated faculty members and staff members regularly updated on the scheduled event and requirements for attending the event(s). Liaising regularly with members of the Events Committee and Awards Committee to discuss and compile a list of attendees, award recipients and guests. Prepare, attain prints, literature and booklets for example, Southern Association of Colleges and Schools (SACS) booklets, award ceremony pamphlets, student scholarship awards (certificates), event placards & posters.

Prepares, coordinates, manages and attends other conferences/meetings on and off campus related to the School of Architecture. These include but are not limited to UF Architectural Advisory Council Meetings, DCP Leadership Summit, Fall Graduate Picnic, Fall & Spring Faculty Retreats & Curriculum Reviews (Beginning & End of Semester Retreats), Fall & Spring Final Reviews, Master Research Project Final Reviews, School of Architecture Faculty Meetings (monthly), Staff Meetings (weekly), School of Architecture Faculty Searches (as necessary). The role requires me to source, confirm and book venues or reserve rooms off campus, source and arrange food and beverages itinerary with the catering company, arrange access and parking for the caterers, attendees and guests. Update affiliated faculty members and staff members regularly on the scheduled conferences, meetings and programs. Distribute agendas for meetings and take the minutes to prepare and present to the attendees and non-attendees for review by faculty and staff. Prepare in advance for the proposed meetings which includes inspection of all IT and electrical equipment to make sure in good working order for the presenter(s) and make adequate seating arrangements are available at the meeting for example note pads, pens and any other relevant materials.

Other key roles, duties and responsibilities

Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility of in unit reception, which includes keeping the reception area clear, tidy and presentable to all visitors. Observing health and safety regulations within the reception area and having relevant material on display for visitors. Also keeping the staff ‘break out' area clean and tidy and arranging the disposal of waste and recyclable waste. Greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individuals to appropriate location in accordance with established building security procedures.
Co-Chair of the SoA Awards Committee The Co-Chairs primary duty is to support the chair of the committee. Co-chairs collaborate with the chair & committee members and various entities to ensure the Awards Committee achieves its mission and goals and fulfills its mandated responsibilities. Committee Co-chairs also serve as part of the committee leadership through their role on guiding the committee. Duties also include planning committee meetings, arranging committee meetings, scheduling Zoom calls, preparing and distributing minutes of meetings and distributing materials to the committee whenever needed to keep members informed, particularly agenda material before a meeting.

NAAB Provides support to the School of Architecture Director and Professors with the planning, and preparation for the period before and during the accreditation which includes assistance with providing team members copies of the final APR in the format specified by the NAAB, providing supporting materials and student work examples as required by the NAAB, assisting in the completion of the required NAAB assessment and evaluation survey by the program administrator and submitting a Plan to Correct, if needed, to the NAAB by the required deadline.

School of Architecture Studios Responsible for re-coding the electronic locks at the beginning of each semester, maintaining the repair of electronic locks, providing first aid kits, handsanitizer, operational plotters and recycling bins as well as all maintenance associated with the studios (i.e., all facilities related repairs) on all 24 architecture studios.

Receptionist and Logistics

Operates/answers multiline telephone system for the purpose of identifying the callers, ascertaining the purpose of the call, managing their queries (if possible), and or re-directing calls to the appropriate person, screening calls, transferring calls, responding to inquiries and/or taking messages. Organize and distributes packages, documents within Campus (e.g., special delivery and overnight mail/packages, messages, application packets, scholarship applications, etc.). Conduct regular stock checks to make sure office supplies are adequately maintained and important inventory items like print paper and ink cartridges for the plodders are always in stock and readily available. Regularly liaise and interact with vendors, and or serves as contact for space, equipment or facility issues. Placing work orders for the department as needed including but not limited to key requests and building maintenance.

Assets, Surplus, and Space

Inputting requests for asset tags, requesting pick up for surplus materials/equipment. Enters space allocation annually for the School of Architecture.

Other duties as assigned.

Expected Salary:

$21.10 - $24.42 per hour

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:

Proficiency in Word, Excel, and various other programs; Ability to organize and prioritize; Proficient computer skills; Knowledge of university guidelines; Knowledge of PeopleSoft helpful.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and names and email addresses of three to five references as part of the application process.

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

Health Assessment Required:
No



Applications Close: 14 Jun 2023

To apply, visit https://explore.jobs.ufl.edu/en-us/job/527179/administrative-support-ast-iii

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