Administrative Spec III

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The University of Florida’s School of Art + Art History (SAAH), College of the Arts invites applications for the Administrative Specialist III position. This highly responsible position serves as the administrative lead for the School of Art + Art History, which houses 37 full-time faculty, 9 staff, 320 undergraduate students, and more than 120 graduate students across five academics programs and the University Galleries. Reporting to the School Director, this position functions as a key member of the School’s leadership team, working to ensure that the School’s daily and long-term goals are met in all mission-critical areas. The Administrative Specialist III optimizes all aspects of the school’s administrative functioning. The position provides leadership support and operational guidance, establishes priorities and workflows, maintains confidential information, and may act on the Director’s behalf in designated administrative matters. 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, respect, open intellectual discourse, and the welcome incorporation and 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. The University of Florida is an equal opportunity institution.

Requirements

Bachelor’s degree and five years of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

Significant higher education administrative experience, preferably within an arts or academic environment.
Experience supporting faculty affairs, curriculum processes, accreditation, budgeting, and academic administration.
Demonstrated organizational, project management, and analytical skills.
Ability to manage multiple priorities and deadlines in a complex academic environment.
Strong written and verbal communication skills.
Strong interpersonal skills with an ability to work effectively with a wide range of colleagues and perspectives
Experience supervising staff and/or student employees.
Experience working collaboratively with faculty, students, administrators, and external stakeholders.
Proficiency with Microsoft Office, Adobe Acrobat, university administrative systems, and web/content management tools.

Responsibilities

Acts as the administrative lead for the School of Art and Art History (SAAH), working closely with the School Director, leadership team, and advising staff to support the School’s daily operations and long-term goals. Serves as a member of the School’s leadership team and on the School Advisory Committee, ex officio.
Assists the School Director in supporting and optimizing the School’s operational and administrative functions, including curriculum implementation, budgeting, faculty onboarding and support, arts programming, accreditation, and strategic planning initiatives. Provides leadership with operational guidance, recommendations on administrative policies and procedures, and data to support planning and decision-making.
Establishes priorities, deadlines, and workflows for the School’s administrative functions in alignment with the Director’s vision, ensuring continuity across personnel transitions and communicating decisions and information to the appropriate faculty and staff for implementation.
Supervises the Administrative Assistant II full-time TEAMS position and any graduate students or OPS assigned to the SAAH Office.
Coordinates and approves expenditures within delegated authority and approved budgets, including payroll and operating expenditures. Tracks and manages expenditures for all school and gallery funding sources (state, student fees, grants, and foundation funds).
Communicates and manages faculty funding awards internal to the School.
Serves as proxy effort certifier and Property Custodian.
Serves as back-up to the Administrative Assistant II for faculty search committee support.
Coordinates graduate student travel. Serves as approver for all faculty and student travel.
Coordinates and manages faculty committee assignments, the promotion and tenure and post- tenure review processes, and the annual faculty evaluation process, including drafting annual review letters.
Manages the School Director’s calendar and books their travel. Approves time as a proxy for the School Director.
Organizes faculty orientation and other annual events. Serves as point of contact for faculty absences.
Works with the leadership team to complete course scheduling and graduate student work assignments. Coordinates adjunct hiring and onboarding.
Prepares materials and reports for accrediting bodies (such as National Association of School of Art and Design and SACSCOC) and university/college administration. Manages materials and information related to these efforts.
In the University Galleries, hires and schedules gallery sitters, and provides back-up to the supervisor of the gallery sitters, including approving time. Arranges catering for exhibition openings, including alcohol permits; receives catering deliveries; and oversees setup. Assists with communications and logistics for annual student exhibitions. Works with University Galleries Director and artists on payments and travel as necessary.