Administrative Assistant II

University of Florida•Gainesville, FL

2d•Onsite

About The Position

The School of Art + Art History in the College of the Arts seeks an Administrative Assistant to join our team of 9 staff and 37 faculty members. Your role will be to provide critical support to School faculty, staff, and leadership and work closely with the College’s communications, human resources, and business offices. Your role will be responsible for managing the School’s public relations materials, including managing the School’s social media accounts, producing weekly newsletters, and updating web content. You would be the primary administrative liaison for initiating personnel transactions, serving as the primary administrative contact for faculty and staff search needs, support travel, and managing the School’s shipping and receiving. You would also be responsible for making sure the School administrative offices are open, closed, and staffed during normal business hours, ensuring efficiency and effectiveness in general office administrative functions. If you have administrative office experience, especially in higher education, government or non-profit organizations and you possess strong organizational skills, and a desire to grow professionally in a critical administrative role, this position is a wonderful opportunity for you. The University of Florida College of the Arts intends to be a transformative community, responding to and generating foundational shifts in the arts and beyond. As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. We seek a colleague who engages with openness and enthusiasm for the work and the mission of the college. We seek a colleague who possesses skills in designing and facilitating work that advances curiosity, open intellectual discourse, and the well-being of all in an environment of complex differences. We seek a colleague who identifies as a trusted steward of resources, balancing institutional requirements and the demand for innovative solutions.

Requirements

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

Nice To Haves

Social media content management experience or other public relations experience.
Office experience in higher education.
Experience working or learning in an arts environment.
Website content updating experience.
Experience with or desire to learn budget/finance administration.
Experience with Mail-chimp or similar platforms.
Bachelor’s degree.

Responsibilities

Manage SAAH public relations materials in alignment with university/college policies, including running SAAH social media accounts and updating the main website.
Produce the weekly SAAH newsletter.
Send emails and coordinate Mailchimp posts for events and announcements.
Update/create posters using established templates for events.
Handle announcements on digital display boards in FAC and FAD.
Coordinate with the Administrative Specialist III and/or faculty for ad hoc design projects.
Serve as the primary administrative contact for faculty and staff searches.
Manage all aspects of SAAH faculty and staff searches, including search budget, job postings, room coordination, technology needs, itineraries, and travel arrangements for candidates.
Initiate, review, and input personnel action initiation forms for unit hires, job changes, etc.
Enter Travel Authorizations and support faculty and graduate student travel.
Make purchases for faculty and staff as needed.
Maintain regular office hours and fulfill the role of the front desk support for the SAAH main administrative office.
Oversee office supply inventory, orders, and organization.
Manage copier/printer issues and conference room reservations.
Assist faculty and staff with shipping and receiving needs.
Monitor and update certain SAAH online forms.
Assist the Administrative Specialist III with various tasks, such as scheduling meetings or records management and disposal.
Assist the Administrative Specialist III in supervising graduate assistants and other OPS assigned to the SAAH office.
Manage requests and budgets for classroom guest lecturers as part of the Visiting Artists and Designer Series (VADS).