| Job Description: |
Special Projects, Initiatives and Committee Participation:
Support special assignments, department initiatives, and planning committees. Offer administrative assistance to new programs or projects and provide leadership in cross-unit teams. In partnership with institute executive leadership, coordinate the institute’s governance teams and related meetings and/or events. May serve as institute representation on UF-campus-wide initiatives.
Facilities and Equipment Management, Technology Coordination and Inventory Support:
Work with IT services to assess and fulfill the campus’ technological needs. Troubleshoot hardware and software issues and request upgrades when needed. Ensure the availability of working tools and systems for all institute staff and supported campus occupants. Coordinate with other administrative personnel on campus to monitor and maintain functionality of shared break areas, coordinating any necessary maintenance or repairs as needed. Coordinate institute campus maintenance requests, manage vendor communications, and enforce safety protocols. Participate in facility emergency preparedness planning and procedures. Provide leadership for annual space and equipment survey administration.
Calendar, Event, and Travel Coordination
Manage and maintain complex calendars and schedules for institute leadership. Coordinate all logistical aspects of institute-sponsored meetings, including, but not limited to, scheduling, venue management, catering, and technology setup. Plan and execute a variety of institute events, ensuring smooth operations from concept to post-event wrap-up. Facilitate communication regarding meeting and event details with all relevant stakeholders. Coordinate travel needs or required documentation for campus visitors and/or those representing institute leadership, as needed.
Office Operations and Workflow Oversight:
Manage the daily operations of the Fixel Institute campus, a large and complex office environment consisting of office, research, education and patient care functions. Establish priorities for tasks, delegate assignments, and monitor workflows to meet deadlines. Ensure all functions align with the Institute’s goals and follow policies and procedures. Maintain consistency and efficiency in office processes.
Human Resources, Confidential Task Management, and Compliance Support:
Oversee unit-level human resources processes, including onboarding, staff coordination, and conflict resolution. Administer and document required campus facility orientations in partnership with assigned project manager. Handle complex HR issues and serve as the liaison between staff and central (Health Affairs) HR. Interpret and apply employment policies, procedures, and legal standards. Perform confidential and non-routine administrative duties with a high degree of discretion. Create and manage sensitive documents, including those related to promotions, evaluations, and internal audits where/when applicable. Protect sensitive personnel and organizational information.
Communications and Liaison Duties
Serve as a central contact for public inquiries and internal communications. Coordinate interdepartmental communication to support efficient operations. Draft reports, presentations, and official correspondence for meetings and events. Maintain Institute directories. Serves as communications liaison with third party contractors, including environmental services management (e.g. housekeeping, linen, and other institute service providers).
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