Administrative Assistant II

University of Florida•Gainesville, FL

4d•$21 - $23

About The Position

The Administrative Assistant II provides comprehensive administrative support to the department chair, faculty, staff, students, and department operations. The role manages the chair’s calendar and meetings, coordinates travel, prepares meeting agendas, attends faculty meetings and takes minutes, and supports communications with department constituents, alumni, advisory boards, and donors. It also serves as a liaison between the chair and department student organizations and helps manage departmental email distribution lists. The position coordinates faculty processes, including annual performance reviews, surveys and voting, sabbatical and professional development leave, and tenure and promotion administration. It supports faculty and staff search committees by organizing applicant materials and arranging candidate interviews and travel. Additional duties include assisting with awards and scholarship materials, seminar logistics, reception coverage, event and conference-room scheduling, advisory board meetings, faculty workshops, and the faculty retreat. Some after-hours event organization and attendance are necessary.

Requirements

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

Nice To Haves

Experience and familiarity with the roles of academic leaders, such as chairs, directors, and deans, and with managing calendars and day-to-day office functions to provide professional, proactive support.
Knowledge of and experience with academic faculty processes, including tenure and promotion, faculty annual reports and evaluations, and sustained performance evaluations.
Experience planning events for 30 or more people.
Ability to plan, organize, and coordinate work assignments.
Ability to exercise and maintain strict confidentiality of sensitive information.
Excellent computer skills and ability to operate general office equipment.
Excellent verbal and written interpersonal and communication skills.
Thorough knowledge of standard business procedures, including compiling and typing letters and memos, filing, and telephone use.
Ability to establish and maintain cohesive working relationships and operate as a team player.
Ability to understand and appropriately apply rules, regulations, policies, and procedures.

Responsibilities

Manage the department chair’s online calendar, schedule meetings and travel, identify meeting purposes, and prepare agendas for weekly chair check-ins.
Schedule faculty meetings, special-called meetings, annual review meetings, business meetings, and track teaching assistant office hours.
Prepare and distribute internal meeting and department event announcements, coordinating with communications staff when external visitors are involved.
Communicate with advisory boards and alumni in coordination with the Development officer, and prepare donor communications for the chair’s signature.
Serve as the chair’s liaison to department student organizations for event approvals, funding requests, and marketing approvals.
Prepare and distribute faculty meeting agendas, attend faculty meetings, and take minutes.
Prepare and collect faculty job-candidate surveys, summarize results for the chair, and conduct faculty hiring, tenure, and other votes.
Coordinate the annual faculty performance review process, including distributing templates, collecting and organizing reports, sending chair-prepared evaluations, arranging review meetings, and maintaining evaluation files in compliance with the Collective Bargaining Agreement.
Provide reception backup and assist with faculty and student award nominations, professorship nominations, scholarship letters, and annual updates to department awards plaques.
Coordinate seminar speaker scheduling and travel arrangements with fiscal operations staff.
Arrange logistics for on-campus interviews, including candidate escorts between meetings.
Support faculty and staff search committees by compiling applicant lists and materials and arranging phone, video, and on-site interviews and candidate travel.
Assist faculty with ordering event catering, materials, and supplies from UF Market Place.
Administer faculty sabbatical and professional development leave processes by verifying eligibility, deadlines, and required documents; communicating requirements; and collecting information for chair and committee review.
Prepare letters for faculty on departmental letterhead.
Administer department tenure and promotion processes by requesting and verifying dossiers, organizing mid-cycle review packets and processes, obtaining letter-writer lists, distributing lists to the college, sending invitations, scheduling reviews, preparing college forms, and tracking documents under review.
Maintain the department event calendar and departmental conference-room calendars.
Coordinate department events, faculty workshops, contracting services, and the faculty retreat with the chair; assist with event organization and attendance outside regular hours as needed.
Assist with planning advisory board semi-annual meetings and quarterly teleconferences, including coordinating schedules, speakers, and presentation materials; distributing invitations and agendas; and assisting with minutes for specific sessions.
Manage established email distribution lists for faculty, staff, advisory boards, graduate students, and other constituents.