| Job Description: |
Assistant to Center Director and Assistant Dean
• Provides advanced administrative support to Center Director and Assistant Dean. anticipates, initiates, and coordinates confidential and non-routine administrative matters in support for REC Director. Anticipates requirements and draft correspondence for Center Director and Assistant Dean.
• Composes correspondence, researches, analyzes information, and gathers materials for meetings for decision-making purposes.
• Manages special projects and events for the Center Directors office.
• Coordinates and manages travel logistics for the center director including registrations, hotel reservations, airline tickets, rental cars and other travel-related logistics. Prepares travel authorizations and expense reimbursements for approval.
• Exercise considerable judgment in managing the Center Director and Assistant Dean's calendar and travel schedule. The complex schedule requires handling last-minute adjustments of scheduling and/or travel itineraries with discretion to enable maximum use of the Center Director and Assistant Dean’s time and enables to meet all commitments. Requires the ability to understand the Center Director and Assistant Dean's priorities. Requires the ability to be detail-oriented and the ability to multi-task with scheduling in multiple calendars with accuracy.
• Prepares and handles confidential files for REC Director review and evaluation.
• Establishes work priorities, sets deadlines, and manages daily office operations.
• Serves as primary liaison and Represents the REC and Director to the public, clientele, students, administrators, and visitors.
• Organize schedule for faculty interviews by Coordinating schedules, and making travel and housing arrangements. Prompt staff and faculty to submit required reports and forms on a timely basis. Act as point of contact for search and screen communications between department and candidates.
• Schedule and process annual reviews for all Director’s direct reports. Facilitate completion and submission of performance evaluation paperwork and forms.
• Collaborates with HR Generalist on employee relations matters such as to resolving employee concerns and conflicts.
• Serve as backup for direct reports, assist with key distribution, and handle special administrative projects.
Graduate Program Support
• Serve as a liaison between the Graduate Student Coordinators in home departments and REC students.
• Collect, analyze, and report data related to graduate student enrollment, retention, and post-graduate tracking. Makes recommendations for process improvement.
• Conducts research to assess program performance and progress toward program objectives to make programmatic recommendations to ensure reatainment of program deliverables.
• Coordinates and helps develop communication, meetings, workshops, dormitory issues, and events related to graduate students. Including planning, recruitment advertising, registration, finances, and follow-up. Evaluates events to ensure they are meeting department goals.
• Supports the orientation and onboarding process for new graduate students. Including but not limited to pre-arrival communication, orientation sessions such as welcome sessions, setting clear academic expectations, and
provide information about REC policies, resources, and academic requirements.
• Has the authority to formulate and design the graduate student program and interpret policies in a way that supports the MREC values and ensures fairness for students, staff, and faculty. While implementing the graduate program policies by putting formulated policies into action and ensuring that they are consistently applied across the program or department. This includes overseeing the day-to-day operations, enforcing academic policies, and tracking compliance.
Office Administration
• Develops and establishes performance standards, and accountability by providing supervision to support staff, ensuring efficient operations. Oversees and supervises the Administrative Support Assistant I and Reception Assistant, setting clear expectations, monitoring performance, and providing guidance and support to maintain high levels of productivity and service quality
• Oversee facilities maintenance matters at the REC, ensuring smooth coordination of activities, timely completion, and minimal disruption to operations.
• Coordinates annual department faculty evaluations and schedules with Center faculty and Center Directors.
• Oversees dormitory booking and management including but not limited to Managing the booking system, ensuring that rooms are allocated appropriately based on availability, and handling special requests from residents. Serving as the primary point of contact for students or residents, Overseeing the smooth transition of residents, including assisting with move-in procedures, checking for damages, facilitating the move-out process at the end of the term, and ensuring that all activities comply with institutional policies, safety regulations, and local laws regarding housing and other duties as assigned by the UF/IFAS MREC Center Director.
Communications Support
• Collaborates with the communication specialist on the development and management of the website, and digital monitors, and coordinates activities.
• Works with event planning and local meeting arrangements by serving as the backup coordinator on scheduling events at MREC, catering, and any other requirements that are needed for an event held at MREC. Driving will be required for events.
• Coordinates with the Communications Specialist to develop communications for events.
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