Administrative Support Assistant II.  

High school diploma and knowledge of UFGO and Excel

The Marketing Department in the Warrington College of Business (WCB) at the University of Florida is seeking is seeking to hire an Administrative Support Assistant II. The incumbent provides administrative support to the Department Chair, Graduate Coordinator, and the Office Manager. He/she serves as point of contact of the Marketing Department, students, staff members, faculty members, recruiters, alumni and a wide-range of and wilk-in visitors

Secretarial

• Provide secretarial assistance to the Dept Chair typing documents, letters, faculty evaluations and other administration support as needed.
• Provide secretarial help in recruiting new faculty members & Ph.D. students by setting up Zoom & interview schedules, creating electronic application files for the search committee on R drive, manages all travel arrangements for candidates.
• Process correspondence to/from applicants during the recruiting period.
• Maintain electronic annual review/teaching portfolios for each faculty.
• Create forty new department spreadsheets to track yearly funding.
• Submit any copy jobs on Copy Center on-line system.
• Schedule room reservations for guest speakers, job candidates, department functions, meetings, conference room classes, etc.
• Create webpages on Warrington.ufl.edu for new faculty and Ph.D. students.
• Update Marketing Department webpages with current CV, office numbers, working title changes, names position, photos, homepages, and research interests.

Academics

• Initiate and process faculty teaching evaluations in GatorEvals.
• Enter all textbook orders for faculty members in UF Textbook Adoptions.
• Order requested desk copies/instructor manuals from publisher.
• Collect, proofread for UF compliance, and post all syllabi to the R drive each semester.
• Authorize grades in MyUFL at the beginning of each semester.
• Make sure all grades are entered by faculty before the grade deadline.
• Process and approve electronic grade change forms for Department instructors.
• Type and create three tests each semester for MAR3023 Principles of Marketing using Word and McGraw Hill Test Builder software.
• Register Ph.D. students for all courses and advise students of deadlines, holds on their account.
• Assist Ph.D. students filling out and processing any paperwork and advise them of dates and deadlines.
• Process all paperwork for Ph.D. graduation including supervisory committee, qualifying exam, final defense memo, final exam dissertation transmittal and enter all information in GIMS and update all student milestones in MyUFL.
• Register students outside of the Mkt department for our Ph.D. courses.
• Register students for MAR2951, MAR4905, MAR6905 & GEB4941 courses.

Fiscal

• Create & maintain excel spreadsheets to record all expenditures and current balances for each fund for faculty/PhD  students & department funding accounts.
• Balance all ledgers monthly for each faculty account and all other department funding accounts and update funding spreadsheets.
• Make purchases and pay for memberships, registrations, office supplies, etc. for the Marketing Dept professors and Ph.D. students on UF pcard.
• Create expense reports for all pcard charges.
• Reconcile UF pcard monthly and follow all UF best practices.
• Reconcile all purchases in My UF Market.
• Ensure that sufficient funds are available before initiating purchases to encumber funds.

Travel

• Ensure that sufficient funds are available before initiating travel requests.
• Process travel requests in UF GO system to encumber funds.
• Make travel arrangements, including plane tickets, hotels and car rentals for faculty, staff, PhD students, PhD Recruitment, faculty recruitment, guest, and visitors.
• Process expense reports after travel concludes for reimbursement in UF Go system.
• Send email letters to guest speakers/candidates to initiate travel arrangements.
• Make sure UFID/POI numbers are created for non-employees to add them to UF GO to process travel.
• Reserve rooms for presentations for guest speakers and job candidates.
• Register all guest speakers, job candidates, and request a parking voucher if necessary.
• Create itinerary for guest speaker/job candidate campus visit.

Assistant to the Faculty Graduate Coordinator

• Serves as a key resource person for questions to direct email and phones inquiries about the doctoral program and Master Program to the faculty graduate coordinator.
• Provides secretarial support to Graduate Coordinator regarding applications.
• Sorts and organizes PhD applications in My UF Admissions if requested by faculty graduate coordinator.
• Correct Ph.D. student applications in Slate that applied to wrong program code.

$26.40 per hour 

Knowledge of UF Marketplace, UF GO and UF procedures and regulations

Working knowledge of general accounting software and accounting procedures

Excellent oral and written communication skills.

Strong organizational skills.

Ability to plan, organize and coordinate work assignments and meet deadlines.

Detailed-oriented and able to work independently with minimal supervision.  

Proficient in Microsoft Office, Suite (Excel, Outlook Word)

In order to be considered, you much upload your cover letter, resume and three reference letters.   

Application must be submitted by 11:55 p.m. (ET) of the posting end date.