Administrative Specialist II - Office of the Dean

University of Florida•Gainesville, FL

3d•$55,000 - $62,000

About The Position

The Administrative Specialist II works within the College of Medicine Office of Faculty Affairs and supports the development, implementation, and ongoing management of workflows within the Faculty Excellence and Advancement (FEA) system across the college. The role supports key faculty review processes, including promotion and tenure, annual evaluation, post-tenure review, and mid-career review. The incumbent collaborates with Faculty Affairs leadership and departmental administrators to gather information needed to configure workflows and ensure the accurate and efficient processing of faculty review activities. This position serves as a key operational and technical resource for departments using the FEA platform, providing troubleshooting support, guidance on system processes, and assistance with training as needed. The position requires strong organizational and communication skills, the ability to manage multiple processes simultaneously, and the discretion to handle confidential information related to faculty evaluation and advancement. Faculty Evaluation and Advancement (FEA) Workflow Development and System Administration Develop, configure, and maintain workflows in the FEA system supporting promotion and tenure, annual evaluations, post-tenure review, and mid-career review processes across the College of Medicine. Work closely with departmental administrators and Faculty Affairs leadership to gather required information, ensure appropriate routing structures, and build accurate workflows within the platform. Ensure workflows are correctly configured with appropriate participants, review committees, and voting structures. Monitor workflows to ensure timely completion and troubleshoot system issues as they arise. Collaboration with Employee Relations (ER) involving low evaluation ratings and performance concerns, including the coordination and tracking of faculty improvement. Departmental Coordination and Technical Support Serve as the primary point of contact for departments using the FEA system. Coordinate with departmental administrators to gather required information, clarify workflow structures, and ensure accurate data entry for faculty review processes. Provide technical troubleshooting and problem resolution within the FEA platform, including resolving workflow errors, assisting with proxy assignments, and ensuring system functionality throughout review cycles. Assist departments with navigating system processes and interpreting college and university procedures related to faculty evaluation and advancement. Document Management and Process Support Download, organize, and compile documents submitted through the FEA system for review committees and leadership. Prepare materials for faculty review processes, including promotion and tenure committee documentation and related reporting. Maintain organized data repositories and ensure documentation is complete, accurate, and accessible for review processes. Training and User Support Assist with training departmental staff and faculty on use of the FEA system, including workflow processes, document submission, and system navigation. Develop basic guidance materials or provide individual support sessions as needed to ensure departments can effectively utilize the system.

Requirements

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Experience working with faculty review processes such as promotion and tenure, annual evaluations, mid-career review, or post-tenure review.
Experience using enterprise systems or workflow management platforms to support administrative processes.
Strong attention to detail and commitment to accuracy when working with complex data and documentation.
Ability to plan, organize, and coordinate multiple projects simultaneously while meeting deadlines.
Strong problem-solving skills and the ability to troubleshoot technical or process-related issues.
Ability to communicate effectively and collaborate with faculty, administrators, and staff across multiple departments.
Ability to work independently while also contributing as part of a team in a fast-paced administrative environment.

Responsibilities

Develop, configure, and maintain workflows in the FEA system supporting promotion and tenure, annual evaluations, post-tenure review, and mid-career review processes across the College of Medicine.
Collaborate with Employee Relations (ER) involving low evaluation ratings and performance concerns, including the coordination and tracking of faculty improvement.
Serve as the primary point of contact for departments using the FEA system.
Coordinate with departmental administrators to gather required information, clarify workflow structures, and ensure accurate data entry for faculty review processes.
Provide technical troubleshooting and problem resolution within the FEA platform, including resolving workflow errors, assisting with proxy assignments, and ensuring system functionality throughout review cycles.
Assist departments with navigating system processes and interpreting college and university procedures related to faculty evaluation and advancement.
Download, organize, and compile documents submitted through the FEA system for review committees and leadership.
Prepare materials for faculty review processes, including promotion and tenure committee documentation and related reporting.
Maintain organized data repositories and ensure documentation is complete, accurate, and accessible for review processes.
Assist with training departmental staff and faculty on use of the FEA system, including workflow processes, document submission, and system navigation.
Develop basic guidance materials or provide individual support sessions as needed to ensure departments can effectively utilize the system.