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The position of Executive Assistant II works with the Associate Provost for Academic Affairs and is a highly visible position with significant responsibilities requiring an individual who can manage concurrent tasks, effectively interact with diverse constituents, and represent the office in a professional manner.
The incumbent will assist the Associate Provost in maintaining and implementing university and governmental policies, regulations and procedures. The individual is responsible for performing a variety of administrative duties requiring an extensive working knowledge of rules and regulations of the University of Florida and the Florida Board of Governors. The individual interacts with a diverse clientele, both inside and outside the University, including students, parents, faculty, staff, administrators, and state administrators. The person is a representative of the university and the Office of the Provost and must maintain a professional, outgoing, and helpful attitude. The person should demonstrate an understanding of the administrative requirements and priorities unique to the Associate Provost for Academic Affairs and should work closely with the administrator to achieve identified goals.
Examples of Work (These are not all inclusive, nor do they cover the full extent of the duties performed):
Manage the calendar of the Associate Provost and is responsible for the daily activities of the Associate Provost, screen and prioritize requests for appointments, schedule meetings related to the Associate Provosts activities, prepare related materials for meetings and/or presentations. Handle phone calls, visitors and other communications for the Associate Provost.
Administer matters involving the Associate Provost’s overall activities keeping the Associate Provost abreast and aware of issues or problems and performing a variety of administrative duties related to the Associate Provost’s areas of responsibilities including but not limited to: Board of Governors, Board of Trustees, Collective Bargaining, Administrator Evaluations, Grievances, and special projects. Receive and maintain faculty and student complaint and grievance files, which include highly confidential materials. Schedule required meetings with parties involved.
Administer the Tuition Exchange Program (TEP) for the University of Florida which includes handling inquiries from prospective and participating individuals, distribute faculty announcements, review student applications and employee applications to select program participants, maintain a database of current participants, and serve as liaison with other TEP institutions to coordinate import and export status of students. Prepare appropriate correspondence to participating students, parents, faculty and other TEP institutions. Monitor student’s records to assure compliance with guidelines of the program. Manage the budget and financial transactions, collection of participation fees, payments, etc.
The incumbent will also manage and coordinate the annual awards and professional development programs for the university including but not limited to the Undergraduate Teacher of the Year, Mentor of the Year, Professional Advisor of the Year, etc. Responsible for confirming eligibility, collecting and coordinating applicant materials, review rubric creation for accuracy, and preparing reviewer materials. Coordinate the committees who review the applications throughout the year. Primary point of contact for recipients, colleges and departments for guidelines and interpretation of the policies for the awards.
Work with the Faculty Excellence and Advancement (FEA) Program Manager to implement and interpret the FEA process for the use by the department, colleges, and Academic Personnel Board, and Provost. This requires working closely with the Office of Faculty Affairs managing the process of approval letters being sent to college offices for nominees awarded tenure and/or promotion (TNP). Ensure established faculty evaluation policies and procedures are followed. Work with the Office of Faculty Affairs, the FEA Program Manager to implement established policy and procedures. This would include Post-tenure Review (PTR). Oversees the administrative responsibilities associated with the Distinguished Professor/Curator Award.
Manage, coordinate and track faculty Sabbaticals and Professional Development Programs in compliance with the Collective Bargaining Agreement. The incumbent will work closely with the Associate Provost and the Leave office to track eligibility and sabbatical allocations. They will maintain records and coordinates communications with the colleges/departments to ensure university policy and procedures are implemented. Compiles reports and provide to the Associate Provost to ensure compliance. Provide annual report by college of the sabbatical and professional development program results to the Associate Provost.
The incumbent will manage events related to the activities of the Associate Provost, schedule venue, catering, equipment, prepares related materials as needed manages program registrations for events. Some of these events include New Chair Luncheons, New Faculty Luncheons, visiting SEC scholars, etc.
This position is responsible to make appropriate travel arrangements as needed and prepare travel authorizations and reimbursements for the Associate Provost. As well as organize travel arrangements for speakers and other visitors, contact individuals and communicate with them for their travel needs, prepare travel authorizations and ensure reimbursements.
May attend meetings for the Associate Provost, record and transcribe notes, and brief the Associate Provost of any action that may be required.
Serves as the main contact for all inquiries for Academic Affairs. Provides additional support to the front office of the Office of the Provost.
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