Executive Assistant II

University of Florida•Gainesville, FL

About The Position

This position reports to and directly supports the Dean of the College of Public Health and Health Professions (PHHP), who is responsible for overseeing the education, research, clinical, and service missions of the college. This is a highly professional position requiring daily contact with the public, faculty, university community, and governmental agencies. The incumbent in this position performs a broad range of administrative duties in support of the Dean and must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues, and exercise independent and prudent judgment when completing the tasks and responsibilities associated with his/her duties.

Requirements

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

Nice To Haves

Ability to function independently.
Strong multi-tasking skills
Working knowledge of University of Florida, State University System and government agencies.
Ability to deal with the public including legislators, alumni, practicing physicians and other professionals, and patients in a courteous and tactful manner.
Strong verbal and written communication skills.
Ability to establish and maintain effective working relationships.
Ability to follow verbal and written instructions.
Ability to track and follow-through on numerous projects as needed.
Ability to apply problem-solving techniques.
Skill in the preparation of correspondence and reports using a personal computer, as well as knowledge of effective office procedures.
Experience supervising, managing, and/or mentoring employees.

Responsibilities

Serves as the principal assistant to the Dean in support of institutional and scientific priorities.
Works closely with the Dean and coordinates scheduling of the Dean’s interactions with the Office of the Senior Vice President, the Provost, President’s Office, UF Deans, PHHP Associate Deans, Department Chairs, and other senior administrators.
Responsible for coordinating and fostering relationships with the leadership of the University of Florida, the Health Science Center (HSC), and governing bodies of the university.
Serves as a liaison to the Dean in his/her advisory, leadership, and governance relationships with various state and national associations as needed.
Researches a variety of complex materials in the process of interpreting policies and rules as they relate to particular inquiries from PHHP departments, other colleges/units of the HSC, University of Florida constituencies, and the general public as needed.
Assists the Dean and the College Leadership with institutional planning, policy development, and problem resolution.
Serves as an active member of the College Leadership Operations team.
Manages the Dean’s calendar and triages priorities.
Thinks proactively about upcoming events, deadlines, and overall college priorities.
Provides support to the Dean’s research and training endeavors including preparing publications and grant materials, and serving as a liaison with students and research collaborators.
Serves as principal assistant for the Dean and Chair meetings, including preparation of agendas and meeting summaries.
Participates in planning and execution of all aspects of leadership retreats and college-wide meetings.
Coordinates the preparation of reports, briefings, presentations, speeches, proposals, and responses on behalf of the Dean when requested.
Researches, collects, and collates necessary information that will serve as a basis for preparing correspondence, reports, presentations, and responses, many of which involve confidential, complex and sensitive issues, then disseminates that information on behalf of the Dean as required.
Independently manages incoming written communications addressed to the Dean.
Process college-level faculty nominations for university awards.
Provides oversight for college-level committee membership by tracking membership and coordinating elections.
Delegates Faculty Senate elections and membership tracking.
Oversees the Administrative team that supports the activities of the PHHP Dean, Associate Deans, and Executive Director for Administrative Operations.
Ensures the efficient and effective operation of the Office of the Dean.
Responsibilities include oversight of procurement and management of office supplies, inventory and service contracts necessary for the effective operation of the Office of the Dean, coverage of work during absences, helping members prioritize competing demands, providing training in job duties as needed, and ensuring that the front office staff works in a professional and responsive manner on behalf of the Dean and the College.
Functions as primary mentor and encourage/support staff development.
Acts as the Dean’s delegate to manage time and labor and travel authorization for department chairs, associate deans, college leadership and other direct reports.