| Job Description: |
The Administrative Specialist I provides essential support to the Faculty Senate Office under the Office of the Provost. This role ensures the smooth operation of Faculty Senate activities by performing diverse administrative and operational duties while adhering to the University of Florida Constitution, Faculty Senate Bylaws, and Florida Public Records and Sunshine Laws. The position requires frequent interaction with senior administrators, faculty, staff, and students and demands organizational efficiency, attention to detail, and adaptability to evolving leadership and procedural changes.
Key Responsibilities:
- Administrative Support
- Assist the Assistant Director, Operations, Faculty Senate Chair/Board of Trustees member, with calendar management, and scheduling Faculty Senate meetings, events, and functions.
- Coordinate travel for Faculty Senate leadership, including preparing travel authorization and expense reports.
- Provide on-site assistance for Faculty Senate meetings and for Faculty Senators participating remotely.
- Operational Support for Senate Committees and Councils
- Support Senate Committees and Councils by coordinating agendas, meeting schedules, facilities, and materials.
- Track and update attendance records and create templates for draft committee minutes to share with faculty minute-takers.
- Assist with organizing Senate events, including the Distinguished Professor Lectures, New Senator Orientation, the President’s State of the University Address, and virtual town halls and panels.
- Coordinate remote participation and voting for off-site Faculty Senators.
- Calendar and Records Management
- Maintain the Faculty Senate master calendar and establish annual committee/council calendars.
- Ensure compliance with Florida Sunshine Laws.
- Distinguished Professor Lecture Series Coordination
- Assist in planning and promoting the lecture series, including scheduling speakers, venues, and catering.
- Manage communications with speakers and relevant units.
- General Administrative Support
- Maintain organized paper and electronic filing systems.
- Greet and direct visitors to the appropriate offices or individuals.
- Provide backup support for reception duties in the Provost’s Office.
This position contributes to the overall success of the Faculty Senate Office by performing additional duties as assigned by the Assistant Director, Operations, and Faculty Senate Chair/Board of Trustees member.
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