Administrative Support Assistant II

University of Florida•Gainesville, FL

6h•$20 - $22

About The Position

Department Administration – Responsible for maintaining faculty personnel data such as sabbatical leave for the department, review Tenure & Promotion and Midterm packets for editing/formatting. Gather data and complete the employee section of the annual Taulbee Report. Assist with other department reports as necessary and at the request of the Chair. Manage graduate faculty status for faculty outside of the department. Maintain department email and calendars for conference rooms; CISE Organizational Charts and department email lists. Take attendance and minutes at monthly faculty meetings. Ensure CISE website is accurate and up to date. Asset Custodian - Responsible for maintaining the department asset inventory in myUFL and appropriately tracking, logging, and tagging assets into the asset management system. Key Inventory; Department Space Inventory and Allocation - Maintain office/lab key inventory for all CISE space in both the CSE and MAE buildings. Maintain extensive internal tracking of space assignments which includes updating and verifying internal records related to space and occupants, as well as assignment of student lockers. Responsible for annual reporting through UF’s Space Inventory and Allocation system. Student Assistant Supervision – Support front desk when times of gaps in student support. You will serve as point of contact for students when supervisor is out. This position will ensure all tasks normally managed by students are completed appropriately. Duties may include but are not limited to distributing mail, logging packages & scanning receipts, answering phone calls, ensuring supplies are adequately stocked, troubleshoot and maintain printers and photocopier (including stock), maintaining a tidy front office and conference room environment, managing department lost and found. Other Department Duties – Maintain an update new faculty guide document, assist with ensuring trainings for department faculty and staff are up to date, ensure door and office signage is current and accurate, inventory and order office supplies, assist with document retention as needed, manage equipment distribution for teaching faculty, manage departmental building issues and report needs to UF Facilities as needed, and liaison with housekeeping as necessary. Create flyers for guest speakers and faculty candidates, post flyers on website and throughout building, Order business cards for faculty and students as needed. Submit request for Gator One cards for new employees. Event and Guest Travel Support – Coordinate guest speakers travel and visit including booking airfare, hotel, submitting travel authorization. Assist as needed in the coordination of department events, assist with the Sr. Certification Program, and assist with the coordination of large student group travel. Miscellaneous duties as needed to provide for the overall function of the department.

Requirements

High school diploma or equivalent and four years of relevant experience.

Nice To Haves

Ability to work independently and make unsupervised decisions.
Knowledge of University and College policies and procedures.
Understanding of processes within various departmental areas; fiscal processing, human resources, general administration, pre and post award, student services, and facilities.
Ability to communicate effectively in writing and verbally.
Experience with Excel spreadsheets.
Ability to plan, organize and coordinate activities relating to the operation of this related area.

Responsibilities

Maintaining faculty personnel data
Review Tenure & Promotion and Midterm packets for editing/formatting
Gather data and complete the employee section of the annual Taulbee Report
Assist with other department reports
Manage graduate faculty status for faculty outside of the department
Maintain department email and calendars for conference rooms
Maintain CISE Organizational Charts and department email lists
Take attendance and minutes at monthly faculty meetings
Ensure CISE website is accurate and up to date
Maintain the department asset inventory in myUFL
Track, log, and tag assets into the asset management system
Maintain office/lab key inventory for all CISE space
Maintain internal tracking of space assignments
Responsible for annual reporting through UF’s Space Inventory and Allocation system
Support front desk when times of gaps in student support
Distributing mail
Logging packages & scanning receipts
Answering phone calls
Ensuring supplies are adequately stocked
Troubleshoot and maintain printers and photocopier
Maintaining a tidy front office and conference room environment
Managing department lost and found
Maintain and update new faculty guide document
Assist with ensuring trainings for department faculty and staff are up to date
Ensure door and office signage is current and accurate
Inventory and order office supplies
Assist with document retention as needed
Manage equipment distribution for teaching faculty
Manage departmental building issues and report needs to UF Facilities as needed
Liaison with housekeeping as necessary
Create flyers for guest speakers and faculty candidates
Post flyers on website and throughout building
Order business cards for faculty and students as needed
Submit request for Gator One cards for new employees
Coordinate guest speakers travel and visit including booking airfare, hotel, submitting travel authorization
Assist as needed in the coordination of department events
Assist with the Sr. Certification Program
Assist with the coordination of large student group travel
Miscellaneous duties as needed to provide for the overall function of the department