Administrative Assistant II

University of Florida•Gainesville, FL

About The Position

The Administrative Assistant II provides broad administrative support to the department chair, faculty, staff, students, and department activities. The role manages the chair’s calendar and meeting schedule, coordinates travel, prepares meeting agendas and minutes, communicates announcements, and supports communications with advisory boards, alumni, and donors. It also coordinates faculty performance reviews, surveys, votes, and related documentation, maintaining evaluation files in compliance with the Collective Bargaining Agreement. The position provides departmental and faculty support, including reception backup, award and scholarship materials, seminar and interview logistics, search committee coordination, and assistance with faculty leave processes. As the department’s Tenure and Promotion Administrator, the role organizes dossiers, review packets, letter-writer communications, schedules, forms, and document tracking. The role maintains department event and conference room calendars and works with the chair on events, workshops, and faculty retreats. It also supports semi-annual advisory board meetings and quarterly teleconferences by coordinating schedules, speakers, materials, invitations, agendas, and minutes. Other duties include maintaining email distribution lists and completing additional assigned tasks. 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.
Submit a cover letter and resume with the application.
If claiming veteran’s preference, submit a DD 214 Member Copy 4 with the application.

Nice To Haves

Experience with academic leaders’ roles and managing calendars and day-to-day office functions to provide proactive professional 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, identify the purpose of requested meetings, schedule meetings and travel, and prepare agendas for weekly check-ins.
Schedule faculty meetings, special-called meetings, annual review meetings, business meetings, and other chair-related meetings.
Coordinate internal meeting and department event announcements, working with MarCom staff when external visitors are involved.
Communicate with advisory boards and alumni in collaboration with the Development officer, and prepare donor communications for the chair’s signature.
Serve as the chair’s liaison to department student organizations regarding event approvals, funding use requests, and marketing approvals.
Prepare and distribute faculty meeting agendas, attend meetings, and take minutes for the chair.
Prepare and collect faculty job-candidate surveys, summarize results for the chair, and conduct faculty votes on hires, tenure, and other matters.
Coordinate annual faculty performance reviews, 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 as needed.
Prepare nominations for faculty and student awards and faculty professorships; prepare student scholarship letters and update department awards plaques annually.
Work with fiscal operations staff to schedule seminar speakers and arrange travel, and coordinate on-campus interview logistics, including candidate escorts.
Support faculty and staff search committees by preparing applicant lists and materials, arranging phone or video interviews, and scheduling on-site interviews and 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 review.
Prepare letters for faculty on departmental letterhead.
Administer tenure and promotion processes by calling for faculty dossiers, verifying dossier contents against college criteria, organizing mid-cycle review packets, scheduling reviews, and coordinating letter-writer lists and invitations.
Manage tenure and promotion review scheduling, prepare college forms, and track documents under review by tenured faculty.
Maintain department event and conference room calendars and coordinate department events, faculty workshops, contracting services, and the faculty retreat with the chair.
Plan advisory board semi-annual meetings and quarterly teleconferences, coordinating dates, times, speakers, presentation materials, invitations, agendas, and minutes for designated sessions.
Manage established email distribution lists for faculty, staff, advisory board members, graduate students, and other constituents.
Perform other duties as assigned.