Job Description: |
Director Support Under general guidance from supervisor, executes the day-to-day functions in the School Director’s office including the following:
• Assist with managing the Director’s calendar. • Schedule recurring meetings for the Director, including bi-monthly D/AD, FAC meetings, and monthly faculty meetings. • Coordinate non-recurring meetings for the Director, such as faculty/staff interviews and required administrative meetings. • Organize travel arrangements for the Director and handle travel reimbursements for Associate Directors and Assistant Directors. • Maintain critical office records, including meeting minutes and spreadsheets. • Coordinate student travel to conferences sponsored by the School. • Schedule and organize staff interviews for positions under the Director (e.g., HR or IT). • Print and send thank-you letters to donors. • Process departmental deposits (excluding ACF rentals). • Provide support for graduate and undergraduate student events (e.g., fiscal processes, catering, registrations, reservations). • Collect faculty publications using EndNote.
General Administrative Support • Act as the primary liaison for handling general inquiries and sorting mail for faculty, staff, and graduate students. • Analyze office operations, needs, workflow, equipment, and materials. • Implement orders and maintain the schedule of meeting rooms in Newins-Ziegler Hall. • Sort FFGS mail and oversee package distribution, forwarding relevant invoices to FFGS fiscal staff. • Manage the FFGS general email inbox. • Order office supplies for Newins-Zeigler Hall and coordinate department SWAG (e.g., hats, water bottles, pens) with an outside vendor. • Schedule all meeting rooms in NZ (135, 203, and 376). • Assist in coordinating administrative vehicle use and manage keys as needed. • Handle FFGS parking passes.
Manages Austin Cary Forest Rentals • Serve as the main point of contact for space rentals at the Austin Cary Learning Center. • Answer general questions about the facility, billing inquiries, etc., via email and phone calls. • Initiate invoices and calculate/report tax to the IFAS Budget and Finance Office. • Provide on-call support for events at the center, accessible 24/7 via cell phone. • Develops rental rates for available spaces (Conference Room, Classroom, Education Building, Pavilion). • Liaise with renters (approximately 40 calls/emails per week). • Send out booking forms, catering/alcohol policies, and gate code emails. • Ensure the facility is functional and well-maintained for internal and external events. • Collaborate with IFAS facilities and associated project management.
Other Duties as Assigned/Needed handle additional tasks as assigned, providing support to the academic support team, fiscal department, HR, Director, or other unanticipated needs.
|