| Job Description: |
This is an exciting opportunity to join our team as an Executive Assistant II. We are looking for an individual that is passionate about providing top-tier administrative support.
Overview: This position manages multiple projects and meetings for the dean and deans office. The Executive Assistant coordinates and/or assists with administrative-related activities, including, but not limited to: Annual Faculty Evaluation Process, Annual College Reporting, major college level events, liaison to the Senior Vice President’s Office, Accreditation, Strategic Planning, and shared governance related activities. This is a highly professional position requiring daily contact with the public, faculty, university community and governmental agencies. The individual in this position must present a professional demeanor and attitude and maintain a high level of confidentiality related to sensitive issues.
Key Responsibilities Include:
- Assists the dean by initiating, planning, and completing administrative activities, drafting and completing correspondence, letters and documents for the dean’s signature, as well as multiple projects. The Executive Assistant prioritizes scheduling and time commitments for the dean, setting priorities and making independent decisions for an extremely complex calendar. Provides support to the dean and deans office to include maintaining shared calendars, setting up meetings, coordinating and reviewing calendar on regular basis to ensure no conflicts and manages schedule.
- Schedule on-going weekly, monthly, quarterly, bi-monthly and other meetings with deans, chairs, and other leadership. Create and circulate agendas, informs participants of meeting topics and prepares materials for complex/confidential meetings, setup Zoom and/or setting up and reserve meeting room space. Handle arrangements for special meeting guests or presentations. Anticipates issues, compiles data, and researches information needed as background for the dean’s decision making.
- Develop - and/or assists with development and implementation of procedures to ensure the efficient operation of the dean’s office reception staff. Assists the Chief of Staff in managing the administrative and operational activities of the Dean’s Office reception staff. Manages the logistics for the Dean's functions and meetings including retirement celebrations and retreats.
- Serves as the coordinator for college level activities including assembly, special assemblies, senior student exit interviews, class meetings, managing project budgets and expenditures as well as programmatic planning. Provides administrative support to standing shared governance committees (Faculty Advisory Board, Faculty Assembly, Strategic Planning, etc.) which includes preparing agendas and taking minutes at meetings. Updates website with meeting minutes for shared governance on a regular basis.
- Drafts replies for a variety of confidential, complex and sensitive inquiries. Sorts and reviews incoming mail (electronic and paper) for the Dean and determines the degree of importance. Screens telephone calls and answers questions that involve interpretation of policies and procedures. Serves as a liaison for escalated concerns between the Office of Clinic Administration, the Senior Vice President for Health Affairs, and the Office of the President. Responsible for maintaining complex office filing system and index.
- Coordinates and assists the Dean in the transmission of relevant information between the Dean's Office and departments, coordinating information flow between the assistant and associate deans, department chairs and directors to facilitate directives and assignments from the Dean’s Office in the College and the university community. Researches and compiles information for the Dean's teaching and speaking engagements for the College, University and profession, including preparation of presentations.
- Serves as a liaison with public, faculty, and university communities to share knowledge about the College of Dentistry. Serves in a liaison role in aiding the dean in her relationship with the American Dental Association, the American Dental Education Association, the Florida Dental Association and other national and regional groups. Assists the Dean in interactions with the Office of the Senior Vice President for Health Affairs, the Provost and President's Office, University of Florida Foundation, and Academic Personnel. Assists in preparation of reports and proposals as requested.
- Manages Dean's files and prepares daily work folder for the Dean with all relevant materials. Carries out primary support for the Dean including copying, filing, report preparation, minutes preparation, scheduling, travel, etc. Participates in daily debriefing with Dean.
- Serves as the dean’s office point of contact for telecommunication needs. Provides backup assistance on ordering office supplies and other equipment. Other activities the Executive Assistant include drafting internal communications and coordination of building maintenance with the dental facilities manager and facilities. Serves a support role for Dean’s Office administration which would include providing front office coverage when needed as well as providing support for travel arrangements/authorization and reimbursements. The Executive Assistant II also serves as the manager for the Dean’s Office website and other shared governance websites.
- Performs other related duties and special assignments/projects as required.
About the University of Florida College of Dentistry:
The University of Florida College of Dentistry (UFCD) is one of six colleges at UF Health, dedicated
to high-quality programs of education, research, patient care and public service. UFCD is made up of nine departments and numerous centers. The college has locations in Gainesville, St. Petersburg, Hialeah, Naples and Wildlight. Each year, UF dentists, students and residents provide care for patients from all 67 counties in Florida in dental centers throughout the state through the UF Statewide Network for Community Oral Health. The college is nationally recognized for its oral health research enterprise, emphasizing oral infectious diseases in dentistry, bone biology, pain and neurosciences, and translational research to improve oral health care and patient outcomes. UFCD is currently ranked 6th among all dental schools for NIH funding.
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