Administrative Support Assistant III

Apply now Job no: 528603
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:16120100 - LS-CHEMISTRY-GENERAL

Classification Title:

Administrative Support Assistant III

Job Description:

The Department of Chemistry is seeking an Administrative Support Assistant III to facilitate the specialized administrative needs of the Chair’s Office. This position involves diversified administrative responsibilities and requires considerable initiative for independent work. The Administrative Support Assistant III is also the liaison between the Chair and other office administrators, department chairs, program directors, graduate coordinators, faculty, staff, and students. Duties and responsibilities include, but are not limited to:

Chair's Administration:

This position is a highly responsible and visible position for the Department of Chemistry Chair’s office. This position is responsible for scheduling and maintaining the Chair’s calendar.  Must be able to prioritize numerous appointment and meeting requests for an efficient use of the chair’s time. Facilitates communication between the Chair's office and various offices in the College of Liberal Arts and Sciences, across campus and organizations outside the university community. Schedules weekly administrative management meetings and monthly departmental faculty meetings, including compilation and distribution of agenda items submitted by faculty members.  Attends the faculty meetings with Chair, taking notes, compiling data, and distributing to appropriate staff after meeting.  Follows-up on projects mentioned in meeting for Chair.  Reviews Chair’s email, adding appropriate items to the Chair’s to do list; meets with Chair daily to review status of items on list.  Hosts Chair’s guests. Responsible for all event planning relevant to the Chair’s Office, sends out invitations, collects RSVP’s, secures venue, coordinates catering, or if appropriate picks up food, and set up and cleanup for events. 

Assists with chair’s travel arrangements including, airfare, booking of hotels and transportation, appointments, and correspondence.

Assists the Director of Operations with annual space reporting.

Mentoring Program

This position will assist the department’s mentoring program, which is intended to be a useful way of helping new faculty members adjust to their new environment. Whether it is academe itself that is new, or simply the University of Florida campus, assistance from a well-respected mentor can be an invaluable supplement to the guidance and assistance that a Department Chair provides during the early years at a new university. The program’s success will depend on the new faculty members, their mentors and their department chairs all taking an active role in the acclimation process. 

As soon as the appointment is made, the chair assigns a mentor and it’s their responsibility in this position is to schedule these meetings, report to the chairman, keep internal records for tracking purposes, and help to promote a welcoming and managed environment to the department.  

Search Committees: 

Assists Search Committee Chair and Directors in all faculty recruitments. Serves as point of contact for potential faculty members/candidates. Responsible for preparing correspondence to candidates, scheduling candidate visit dates, interview/meeting dates and times with faculty, coordination of lodging, meals and seminars related to recruitment.  Prepares all paperwork for any reimbursements due the candidate pertaining to the interview process.  This involves working closely with the Travel and Fiscal Office.

Faculty Reports:   

Prepare and disseminate Annual Activity template to faculty and collect completed packets. Assist the Chair in preparing and distributing individual letters of faculty’s evaluation from the Chair to faculty members and arrange individual meetings between each faculty member and the Chair.

Assists Chair and faculty in the yearly faculty evaluations, Mid-Career Review Process, and Promotion and Tenure Process, including data collection and compilation, editing of Chair’s comments, and coordination of ballots for the vote.  Responsible for and maintains all Chair’s files including faculty files, confidential files, recruitment files, and personnel files.

Third Year Review - Supply new faculty with all the necessary tools to prepare a tenure and promotion style packet for their third-year review. Coach faculty member in the preparation of their packet. Review packet for accurate layout following University and College guidelines  

Assists with scheduling and preparing for Leadership board meetings and activities.

Serves as department Historian by collecting and storing departmental photos, news articles, etc.

General Admin Duties: 

Serves as liaison as well as a resource to faculty, staff, other departments and colleges for the Chairman as well as the department.  Receive, screen, and direct incoming telephone calls and incoming mail, as appropriate, take messages and disseminate. Maintains reservation calendars and key checkout functions for 8 department spaces consisting of meeting rooms, lecture halls, prep areas, and atriums. Establishes or maintains procedures for requesting time in each room, checking out and returning keys, equipment, or other supplies for each room, along with addressing any housekeeping issues.   

Receives and processes requests from faculty, staff and TAs for use of registrar-controlled classrooms/meeting rooms using their secure online platform.

Provide oversight and maintenance of Chair’s office; ensure all supplies are maintained and ordered.  Point of contact for IT issues for Chair. 

Coordinates the application and selection process of the Kincart Scholarship award winner annually.

Collect and review weekly donor reports from CLAS Development. When necessary, compose and mail thank you/acknowledgement letters to donors. Complete the Annual Donor review reports and submit to CLAS Development.

Expected Salary:

The salary is $19.00 - $22.00 per hour, commensurate with qualifications and experience, and the compensation includes a full benefits package.

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

Working knowledge of how to use a multi-line telephone, copier/scanner, printer, desktop computer, adding machine and email, internet, and Microsoft Office (Word, Excel).  Excel is widely used in this position, and incumbent will be expected to be able to perform at an intermediate level.

Ability to effectively communicate both verbally and in writing; accurately interpret ideas, information, and needs through the application of appropriate communication avenues.

Knowledge and ability to work with a variety of individuals and groups in a constructive and collaborative manner. Ability to manage multiple concurrent objectives, projects, and activities by making effective judgments as to prioritizing and time allocation.

Experience working at a university performing various fiscal functions, has a working knowledge of PeopleSoft & myUF Marketplace, and an understanding of the different funding sources at the University (i.e., Foundation, State, auxiliary, grants, IDC, residual funds).

Answers inquiries by telephone, email, mail, and in person. This position requires an incumbent who demonstrates proficiency in moderately complex administrative functions, including serving as a resource on issues, policies and procedures, and contributing to the development of processes in and for the department.

It is important for this person to maintain a professional appearance and demeanor when serving as the public contact for the Chair’s office.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references. 

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

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required: No

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

Back to search results Apply nowRefer a friend

Send me jobs like these

We will email you new jobs that match this search.