Executive Assistant II

University of Florida•Gainesville, FL

6d•Onsite

About The Position

Assists the Dean of the College of Engineering with the overall management and operation of his/her office by performing a variety of administrative and support duties that requires an extensive working knowledge of the University of Florida, the legislative process, and the workings of federal, state and local governments. Coordinates and fosters relationships with the leadership of the University of Florida and the University of Florida Board of Trustees by assisting the Dean in his/her interactions with the Office of the President, Provost, and Vice President of Research, UF Deans and other appropriate UF Leadership Offices. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the College of Engineering and its teaching and research mission. Assists in preparation of reports and proposals as requested. As appropriate serve as a liaison for the Dean with his/her advisory, leadership and governance relationships with various state and national associations. This requires a working knowledge of each organization, their respective function and interacting on behalf of the Dean with these organizations. Incumbent researches a variety of complex materials in the process of interpreting policies and rules as they relate to particular inquiries from the general public, Engineering departments, other colleges/units of the University of Florida constituencies. Coordinates the overall relations of the Dean’s office with the departments and centers in the College of Engineering; assists the Dean in the fulfillment of his/her responsibilities as Dean, keeping him/her informed of the status and progress of on-going activities and serves as the Dean’s representative in follow-up matters; serves as liaison to associate deans, department chairs, research center directors, faculty, staff and students relaying directives of the Dean on matters pertaining to office operation, policies and procedures. Manages the calendar of recurring reports, projects and various deadlines required of the college and the Dean’s Office to anticipate and ensure deadlines and time commitments. Prepares and disseminates correspondence; prepares responses and/or drafts correspondence for the Dean’s review and signature; most often of a confidential nature; develops procedures and implements practices to simplify the administrative functions of the Office of the Dean. Collects and updates material for annual performance evaluations of Associate Deans, Department Chairs and other appropriate administrative and professional personnel. Schedules and maintains the calendar of appointments and events for the Dean and for the College of Engineering; coordinates the Dean’s schedule and time commitments by establishing priorities and exercising independent decisions regarding time management. Schedules, coordinates and arranges a variety of conferences, meetings, seminars, annual holiday events and retreats for the Dean. Arranges and schedules on-going committee meetings, as well as routine meetings with department chairs, administrative personnel and program directors. Prepares agendas and takes minutes at meetings as required. Prepares agendas and required materials for various meetings; coordinates scheduling of various Dean’s meetings with college and university administrators, faculty, staff and students – researching and providing background information and informing the participants of topics to be discussed. Supervision of the Office of the Dean: Management of the Dean’s Office to include in-direct supervision of Administrative Assistant staff assigned to Sr. Associate and Associate Deans and direct supervision of one Administrative Assistant to organize and manage the workflow and ensure staffing of the Dean’s Office; analyzes the requirements of the Dean’s Office in terms of equipment, work flow and materials and implements appropriate systems and determines appropriate action; reviews all incoming communications to the Dean’s Office and determines the appropriate person to handle each item, i.e. Dean, Associate Deans, Executive Directors, and Directors, etc. Determines the appropriate handling of telephone requests, of which are detailed or of a confidential nature; independently coordinates with campus wide contacts to collect the necessary information that serves as a basis for response. Manages the reimbursement of expenses for the Dean, travel, or other; maintenance of the Dean’s telephone/address listing for UF and COE administrative personnel to ensure it is kept up-to-date for the campus directory listings for the COE administrative personnel, all through the supervision of the Administrative Assistant responsible for the task or preparation of tasks. Manages the budget for the Dean’s Office operating expense account and the Dean’s travel account; monitors expenditures, deposits and balance of the Dean’s Foundation accounts to ensure sufficient cash transfers are made to cover expenditures. Has signature authority for these accounts. Other related duties in direct or indirect support of the Dean of the College to ensure the efficient operation of the office and college as a whole.

Requirements

Bachelor’s degree and five years of relevant experience or an equivalent combination of education and experience.
Must have a valid Florida Driver's License.

Nice To Haves

Ability to type at least 35 cwpm.
Ability to make decisions and communicate effectively both verbally and in writing.
Ability to use a variety of computer software programs.
Ability to compile and analyze data.
Knowledge of office procedures and policies.
Knowledge of university policies and procedures.
Knowledge of fiscal transactions.

Responsibilities

Assists the Dean of the College of Engineering with the overall management and operation of his/her office.
Performs a variety of administrative and support duties requiring extensive knowledge of the University of Florida, the legislative process, and federal, state, and local governments.
Coordinates and fosters relationships with the leadership of the University of Florida and the University of Florida Board of Trustees.
Assists the Dean in interactions with the Office of the President, Provost, Vice President of Research, UF Deans, and other appropriate UF Leadership Offices.
Acquires and disseminates information to aid in the understanding of the mission of the College of Engineering and its teaching and research mission.
Assists in the preparation of reports and proposals.
Serves as a liaison for the Dean with advisory, leadership, and governance relationships with various state and national associations.
Researches complex materials to interpret policies and rules related to inquiries from the public, Engineering departments, and other University of Florida constituencies.
Coordinates the relations of the Dean’s office with departments and centers in the College of Engineering.
Assists the Dean in fulfilling responsibilities, keeping him/her informed of activities, and serving as the Dean’s representative in follow-up matters.
Serves as liaison to associate deans, department chairs, research center directors, faculty, staff, and students, relaying directives on office operation, policies, and procedures.
Manages the calendar of recurring reports, projects, and deadlines for the college and the Dean’s Office.
Prepares and disseminates correspondence, including confidential matters, and drafts responses for the Dean’s review.
Develops procedures and implements practices to simplify administrative functions of the Office of the Dean.
Collects and updates material for annual performance evaluations of Associate Deans, Department Chairs, and other administrative personnel.
Schedules and maintains the calendar of appointments and events for the Dean and the College of Engineering.
Coordinates the Dean’s schedule and time commitments by establishing priorities and exercising independent decisions regarding time management.
Schedules, coordinates, and arranges conferences, meetings, seminars, annual holiday events, and retreats for the Dean.
Arranges and schedules committee meetings, as well as routine meetings with department chairs, administrative personnel, and program directors.
Prepares agendas and takes minutes at meetings.
Prepares agendas and required materials for various meetings, coordinating scheduling and providing background information.
Manages the Dean’s Office, including indirect supervision of Administrative Assistants and direct supervision of one Administrative Assistant.
Organizes and manages workflow and ensures staffing of the Dean’s Office.
Analyzes equipment, workflow, and material requirements for the Dean’s Office and implements appropriate systems.
Reviews incoming communications to the Dean’s Office and determines the appropriate person to handle each item.
Handles telephone requests, including detailed or confidential matters.
Independently coordinates with campus-wide contacts to collect necessary information for responses.
Manages the reimbursement of expenses for the Dean, travel, or other.
Maintains the Dean’s telephone/address listing for UF and COE administrative personnel.
Manages the budget for the Dean’s Office operating expense account and the Dean’s travel account.
Monitors expenditures, deposits, and balances of the Dean’s Foundation accounts.
Has signature authority for budget accounts.
Performs other related duties in support of the Dean and the efficient operation of the office and college.