Administrative AST III

University of Florida•Gainesville, FL

1d•Onsite

About The Position

Assistant to the Assistant Dean & Director: The Administrative Support Assistant serves as the principal assistant to the Assistant Dean and Director, including managing calendar, assisting with meeting preparation and follow-up, including detailed reports. (By extension, this will necessarily involve extensive collaboration with the other senior MBA program leaders, including the area leaders for Admissions, Student Experience, and MBA Alumni Involvement.) Responsible for day-to-day departmental administrative operations and ensures tasks are completed efficiently and ensures office meets administrative deadlines. Recommends and implements improvements to office administrative processes and policies. Ensures follow-up on requests for materials and serves as central information source. Responsible for coordination of written contact, some of which may be confidential, between MBA Program and students, faculty, WCB administration, and alumni. Maintain confidential files and handle confidential correspondence such as letters of evaluation. Attend meetings with the director and prepare agendas and meeting materials. Advise the director on office and department activities and serve as the primary contact for departments needing to work with the dean. Works with the director to develop opportunities to engage the office that foster team building and serves as the event planner for said events. Front Desk Management: The Administrative Support Assistant serves as the first point of contact for walk-in and phone inquiries for the MBA program. Oversees the front desk for the program office, manages a multi-line phone system and directs visitor traffic. Responsible for the opening and closing of the MBA Program suite in alignment with hours of operation. The Administrative Support Assistant is cross trained to allow them to accurately and appropriately answer general inquiries related to the units within the program office. As the first point of contact, he/she will serve as a representative of the Admissions team and is expected to be customer service focused and organized to ensure high-class experience for constituents engaging with the MBA Program. Administrative, Logistical and Operational Support: The Administrative Support Assistant collaborates with the team to assist with filing and making copies of correspondence and other printed material. Serves as the primary contact for the Warrington Copy Center and will open, read, route, and distribute incoming mail and other material and coordinate mail flow in and out of office. Sign for UPS/FedEx/etc. packages and assist with the coordination of mailouts for Admissions and Fed Ex/UPS packages for student experience team members. The Administrative Support Assistant will also be responsible for the operation and maintenance components of office equipment such as copy machines, microwave, coffee machine, refrigerator, and phone systems. Maintain the office supply inventory, manage orders for staff in compliance with UF policy and procedure, and create a process for managing stock, anticipating supply needs, etc. He/she will be responsible for office maintenance requests and coordinate with WCB Dean’s office to place and monitor work orders. Maintain digital support for the MBA program as well including office email lists and utilize Salesforce CRM to audit and ensure accurate data entry for incoming class files for the entire portfolio of programs. Serve as editor and reviewer for web based internal and external content, in addition to Salesforce communications. Collaborate to assist with identifying dates/times/locations for office and student- dean facing events, and when necessary, assist with calendar invites, room reservations, etc. Incumbent may be asked to assist with local hotel arrangements/accommodations and special catering services for on campus events. In addition, the Administrative Support Assistant assists the Leadership Team with conducting research and creating industry reports to support the MBA programs progress, innovation, and place in the market. At times may assist the Leadership Team in the development or updating of PowerPoint presentations for events. Occasional event assistance outside of regular office hours to be arranged in advance. He/she will serve as a Marshal for commencement related activities. Other duties as assigned.

Requirements

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

Nice To Haves

Knowledge of administrative and office management principles and practices
Proficiency with computers and basic software applications (Microsoft Outlook, Word, Excel, PowerPoint)
Planning, organization, and communication skills (verbal and written)
Customer service skills
Strong interpersonal skills
Prepare, proof, and edit correspondence and administrative reports
Plan, organize, and coordinate workflow
Understand and apply applicable rules, regulations, policies, and procedures and communicate same to others
Ability to work independently
Function effectively in a fast-paced environment with frequent interruptions
Handle multiple projects or tasks simultaneously
Understand, interpret, and apply rules, regulations, policies, and procedures
Work as part of a team in a multi-cultural environment

Responsibilities

Manage calendar for the Assistant Dean and Director.
Assist with meeting preparation and follow-up, including detailed reports.
Collaborate extensively with other senior MBA program leaders, including the area leaders for Admissions, Student Experience, and MBA Alumni Involvement.
Responsible for day-to-day departmental administrative operations.
Ensure tasks are completed efficiently and office meets administrative deadlines.
Recommend and implement improvements to office administrative processes and policies.
Ensure follow-up on requests for materials.
Serve as central information source.
Coordinate written contact, some of which may be confidential, between MBA Program and students, faculty, WCB administration, and alumni.
Maintain confidential files and handle confidential correspondence such as letters of evaluation.
Attend meetings with the director and prepare agendas and meeting materials.
Advise the director on office and department activities.
Serve as the primary contact for departments needing to work with the dean.
Work with the director to develop opportunities to engage the office that foster team building.
Serve as the event planner for said events.
Serve as the first point of contact for walk-in and phone inquiries for the MBA program.
Oversee the front desk for the program office.
Manage a multi-line phone system and direct visitor traffic.
Responsible for the opening and closing of the MBA Program suite in alignment with hours of operation.
Cross train to accurately and appropriately answer general inquiries related to the units within the program office.
Serve as a representative of the Admissions team and be customer service focused and organized.
Collaborate with the team to assist with filing and making copies of correspondence and other printed material.
Serve as the primary contact for the Warrington Copy Center.
Open, read, route, and distribute incoming mail and other material.
Coordinate mail flow in and out of office.
Sign for UPS/FedEx/etc. packages.
Assist with the coordination of mailouts for Admissions and Fed Ex/UPS packages for student experience team members.
Responsible for the operation and maintenance components of office equipment such as copy machines, microwave, coffee machine, refrigerator, and phone systems.
Maintain the office supply inventory.
Manage orders for staff in compliance with UF policy and procedure.
Create a process for managing stock, anticipating supply needs, etc.
Responsible for office maintenance requests.
Coordinate with WCB Dean’s office to place and monitor work orders.
Maintain digital support for the MBA program, including office email lists.
Utilize Salesforce CRM to audit and ensure accurate data entry for incoming class files for the entire portfolio of programs.
Serve as editor and reviewer for web based internal and external content, in addition to Salesforce communications.
Collaborate to assist with identifying dates/times/locations for office and student- dean facing events.
Assist with calendar invites, room reservations, etc. when necessary.
Assist with local hotel arrangements/accommodations and special catering services for on campus events.
Assist the Leadership Team with conducting research and creating industry reports to support the MBA programs progress, innovation, and place in the market.
Assist the Leadership Team in the development or updating of PowerPoint presentations for events.
Provide occasional event assistance outside of regular office hours (to be arranged in advance).
Serve as a Marshal for commencement related activities.
Other duties as assigned.