Experience Inc. Jobs

Administrative AST II

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533119&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533119

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 19060000 - EG-INDUSTRIAL / SYSTEMS ENG

Classification Title:

Administrative AST II

Job Description:

Chair Support:The position supports the department chair in daily activities, including

(but not limited to): scheduling of faculty meetings; special-called meetings;

scheduling of faculty/staff annual review meetings; and accounting of TA office hours.

The position is also responsible for scheduling of all other business meetings as well as

travel for the department chair. The incumbent will be responsible for on-line calendar

management for the department chair, including identifying the purpose for all

requested meetings.

The position will be responsible for all internal meeting announcements, department

event announcements (in collaboration with MarCom staff, in cases of external

visitors). In collaboration with the Development officer, the position will communicate

with the advisory boards (industry and young) as well as alumni. The incumbent of this

position will also be responsible for all donor communications (i.e., letters from the

department under the chair’s signature).

This position will serve as a liaison for the chair with all department student

organizations, including, but not limited to, any required event approvals, funding use

requests, marketing approvals, etc. on behalf of the chair.

The incumbent will work with the chair to prepare and distribute agendas for all

faculty meetings. The incumbent will attend faculty meetings and take minutes for the

chair. This position will also prepare and collect faculty surveys on job candidates.

Survey results are to be summarized for department chair review. The position will

also conduct faculty votes for hire and tenured faculty votes for tenure.

The position will also provide the chair with all necessary faculty and staff evaluation

forms. The incumbent will secure signed evaluation letters based on annual reviews

and convey the letters to department human resources (HR) personnel for filing.

Departmental Support:The incumbent will work with the chair for reception backup,

as needed. The position will also assist the chair with preparation of nominations for

faculty and student awards and nominations of faculty for professorships. The

incumbent will also assist the chair in preparing scholarship letters for undergraduate

Docusign Envelope ID: FB3EBADA-FA88-471A-AEF9-94BF9E121C35

and graduate students and update department awards plaques on an annual basis. As

an additional department support function, the incumbent will work with fiscal

operations staff in scheduling seminar speakers and making travel arrangements. The

incumbent will also assist with on-campus interview logistics, including arranging

candidate escorts between meetings.

Faculty Support:This position will support faculty/staff search committees with

applicant lists; gathering of applicant materials for committee review; arranging

candidate phone/video interviews, and scheduling on-site faculty candidate

interviews, including arranging travel.

Tenure and promotion (T/P) processes: This position will call for faculty dossiers and

verify content against college criteria. The incumbent will also call for and organize

mid-cycle review packets and schedule mid-cycle review processes with tenured

faculty. The incumbent will also call for letter writer lists from (T/P candidates and the

chair) and make distribution to the college, in addition to sending letter writer

invitations. The incumbent will also manage T/P review process scheduling and

preparation of college forms as well as track documents in-review by tenured faculty.

This position will also prepare some letters for faculty on departmental letterhead.

Event planning:This position will maintain the department event calendar (e.g.,

advisory board meetings, spring awards banquet, etc.) as well as maintain all

departmental conference room calendars. The incumbent will work with the chair on

all department events and faculty workshop planning and contracting of services for

these events. The position will also work with the chair on organizing the faculty

retreat. Some after-hour’s event organization and attendance is necessary.

Advisory Board:The position assists in the planning of advisory board semi-annual

meetings and quarterly telecons, which may be remote or virtual. The incumbent will

coordinate meeting times, dates, speakers, and presentation materials. The incumbent

will distribute semi-annual meeting invitations and agendas as well as assist the chair

with minutes on specific sessions.

Other duties as assigned:The position will also assist the chair in managing established

email distribution lists for various constituents (faculty lists, staff list, advisory board

list, graduate student lists, etc.).

Docusign Envelope ID: FB3EBADA-FA88-471A-AEF9-94BF9E121C35

Expected Salary:

$19.00 - $22.00 per hour; commensurate with qualifications and experience

Minimum Requirements:

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

Preferred Qualifications:

• Experience and familiarity with the roles of academic leaders (chairs, directors and deans), managing calendars and day to day functions of an office to effectively and proactively provide a professional support.

• Knowledge of and experience with academic processes of faculty, including Tenure and Promotion, Faculty Annual Reports and Evaluations, and Sustained Performance Evaluations.

• Ability to plan, organize and coordinate work assignments.

• Ability to exercise and maintain strict confidentiality of sensitive information.

• Excellent computer skills and the ability to operate general office equipment.

• Excellent interpersonal and communication skills (verbal and written). Thorough knowledge of standard business procedures to include compilation and typing of letters and memos, filing, and telephone use.

• Ability to establish and maintain cohesive working relationships with others and to operate as a team player.

• Ability to understand and appropriately apply rules, regulations, policies and procedures.

Special Instructions to Applicants:

In order to be considered for this position, applicants 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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

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

Health Assessment Required:No

Advertised: 11 Sep 2024 Eastern Daylight Time

Applications close: 25 Sep 2024 Eastern Daylight Time