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This position will have a focus on administrative and office support duties including the daily operations of the Lake Nona College of Pharmacy Academic office. The Admin Support Assistant will be responsible for managing the administrative duties of the fast-paced office by establishing work priorities and developing procedures to ensure efficiency. Incumbent will be required to manage conflicting priorities and consistently meet deadlines with a high degree of accuracy. This position will also provide course support to assist in the management of class sessions.
Office Operations: Responsible for the daily operations for the academic office including:
• Fiscal responsibilities, including assisting with UF vendor applications, processing electronic reimbursements, timely processing of departmental invoices in collaboration with the Fiscal Shared Services Center. Responsible for all food purchasing for COP campus. Serve as the PCard holder reconciling PCard statements. Submit purchase orders for approval and provide corresponding documentation to reviewer/approver for further processing and serving as a liaison with the Shared Services Center to process payments. Maintain the office budget, track departmental expenses.
• Serve as a backup for office operations for the research office during absences or times of high volume as required.
• Process travel/expense reports for academic group faculty/staff.
• Serve as a liaison with Communications/PR Director in Gainesville, updating on campus activities and faculty accomplishments.
• Coordinating Visiting Person’s schedules and logistics.
• Responsible for onboarding paperwork for new staff, faculty, and visiting students following protocol setup including IT Office to arrange computers and access for new employees by the SSC HR Team.
• Maintain files/databases; and manage department equipment and repairs.
• Support building and environmental services. Be the liaison between College of Pharmacy and building/environmental services. Identify space issues and needs as well coordinating classroom, conference room and auditory scheduling.
• State vehicle-calendar, maintenance, etc.
• Provides backup support when area is short staffed which may include reception in academic office suite or CPSP.
Academic Office Support:
• Complete room scheduling for classes, laboratories, meeting, events, etc.
• Complete class and laboratory room readiness and assure responsible parties properly prepared class and laboratory rooms (clean, orderly, and AV/IT equipment is in working order).
• Maintain google calendar for 1st-3rd academic year cohorts.
• Proctor exams/quizzes as needed.
• Provide in class academic support as needed.
• Order Lab/office supplies as needed to support academic program.
• Provide support to Student Affairs Coordinator for student event activities and events.
• Exam logistics: accommodations, preparation, communication with proctors, make up exams,
proctor onboarding (building access, training, scheduling, etc).
• Support interprofessional education events.
• Projects in support of professional education initiatives.
• Maintain LN admin calendar, hotel office scheduling, and state vehicle maintenance.
• Other duties as assigned.
Course Support:
Assisting in the management of class sessions for interactive group learning that are part of the blended curriculum. In collaboration with the faculty, academic coordinators, and instructional design team, assist with the management and delivery of multiple courses, including course content, and other course related materials. Responsible for partnering with the instructional technologies team to get course content delivered/executed.
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