OPS Administrative Assistant

University of Florida•Gainesville, FL

29d•$14 - $20

About The Position

Provides instructional support to faculty participating in the DVM curriculum and serves as a secondary resource to the Office of Research and Graduate Studies for graduate-level teaching support. Collects, prepares, and disseminates materials required for course notes, syllabi, presentations, and instructional content, and supplies course coordinators and students with timely updates. Oversees the course evaluation process by maintaining the evaluation schedule, coordinating with course coordinators to publish student evaluations (GatorEvals) in alignment with course end dates, and ensuring that all instructors are correctly entered into MyUFL's Student Information System (SIS) and GatorEvals. Supplies the Office of Academic and Student Affairs with program-level data and final evaluation information. Compiles coverage schedules and course syllabi to prepare instructor-student contact hour reports for the Academic Activity Report (AAR) in MyUFL. Coordinates faculty lecture observations, ensures appropriate documentation is provided for reviews, and maintains tracking spreadsheets for peerâreview completion. Coordinates the annual faculty evaluation process and serves as the departmental liaison with the CVM Personnel Office. Maintains current knowledge of all relevant policies and procedures, communicates deadlines for Faculty Excellence and Advancement (FEA) submissions, provides guidance on the annual evaluation process, and reviews submitted FEA data for accuracy, adding all applicable teaching evaluation data. Maintains comprehensive records of faculty activities throughout the year and manages the scheduling of evaluation meetings among the department chair, faculty members, and mentors. Ensures all evaluation letters are finalized, signed, submitted to CVM Personnel, and properly archived. Monitors and communicates updates to departmental policies and procedures, prepares correspondence, and supports the faculty review process by coordinating internal and external reviewer requests, tracking receipt of evaluative letters, compiling required documentation, and assembling final review packets. Coordinates departmental meetings for review and voting, tabulates ballots, and reports outcomes accurately. Performs departmental administrative duties, including answering phones, managing state vehicle reservations and maintenance records, scheduling meetings and rooms, printing and faxing documents, distributing mail, supporting departmental events, and assisting with transportation logistics for faculty and staff. Transports state vehicles for servicing when required. Maintains updated departmental and college signage, flyers, and website/intranet content to ensure current and accurate dissemination of CDPM information. Performs additional duties as assigned by the supervisor.

Requirements

High school diploma
Valid driver's license

Nice To Haves

Ability to communicate effectively and professionally, both verbally and in writing
Ability to strategically plan each day
Previous experience in an office administration role

Responsibilities

Provides instructional support to faculty participating in the DVM curriculum and serves as a secondary resource to the Office of Research and Graduate Studies for graduate-level teaching support.
Collects, prepares, and disseminates materials required for course notes, syllabi, presentations, and instructional content, and supplies course coordinators and students with timely updates.
Oversees the course evaluation process by maintaining the evaluation schedule, coordinating with course coordinators to publish student evaluations (GatorEvals) in alignment with course end dates, and ensuring that all instructors are correctly entered into MyUFL's Student Information System (SIS) and GatorEvals.
Supplies the Office of Academic and Student Affairs with program-level data and final evaluation information.
Compiles coverage schedules and course syllabi to prepare instructor-student contact hour reports for the Academic Activity Report (AAR) in MyUFL.
Coordinates faculty lecture observations, ensures appropriate documentation is provided for reviews, and maintains tracking spreadsheets for peerâreview completion.
Coordinates the annual faculty evaluation process and serves as the departmental liaison with the CVM Personnel Office.
Maintains current knowledge of all relevant policies and procedures, communicates deadlines for Faculty Excellence and Advancement (FEA) submissions, provides guidance on the annual evaluation process, and reviews submitted FEA data for accuracy, adding all applicable teaching evaluation data.
Maintains comprehensive records of faculty activities throughout the year and manages the scheduling of evaluation meetings among the department chair, faculty members, and mentors.
Ensures all evaluation letters are finalized, signed, submitted to CVM Personnel, and properly archived.
Monitors and communicates updates to departmental policies and procedures, prepares correspondence, and supports the faculty review process by coordinating internal and external reviewer requests, tracking receipt of evaluative letters, compiling required documentation, and assembling final review packets.
Coordinates departmental meetings for review and voting, tabulates ballots, and reports outcomes accurately.
Performs departmental administrative duties, including answering phones, managing state vehicle reservations and maintenance records, scheduling meetings and rooms, printing and faxing documents, distributing mail, supporting departmental events, and assisting with transportation logistics for faculty and staff.
Transports state vehicles for servicing when required.
Maintains updated departmental and college signage, flyers, and website/intranet content to ensure current and accurate dissemination of CDPM information.
Performs additional duties as assigned by the supervisor.