DEPARTMENT SUPPORT DUTIES 
Assist the Department with the overall management and operation of the office by performing a variety of administrative and support duties that require an extensive working knowledge of the University of Florida. Work closely with the Department Administrator and coordinate pertinent interactions with the department’s faculty, the Office of the Dean (PHHP), the Office of the Senior Vice President, UF Health administrators, fellow PHHP Department Chairs, and other senior administrators to support the department’s institutional responsibilities, including activities with key internal and external constituencies. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the Department and College in research, teaching and service, including assisting the Department Administrator and Chair with preparation of publications and annual reports. Research a variety of complex materials in the process of interpreting policies and rules as they relate to inquiries from the general public, accrediting bodies, other PHHP departments, the Office of the Dean PHHP, and University of Florida constituencies as needed. Manage multiple projects and priorities simultaneously. 

Assist with managing and maintaining the Department Chair’s calendar, which includes but is not limited to, confirming appointments, triaging any scheduling conflicts, preparing meeting materials, and organizing transportation. Coordinate all projects and timelines for Chair, ensure deadlines are met and timelines are adhered to. Ensure Chair is aware of all department activities. Maintain department’s leave calendar and conference room calendar.

Independently prioritize, plan, coordinate, and oversee logistics for events, which includes but is not limited to, accreditation site visits, candidate visits, staff and faculty retreats, staff appreciation events and other departmental gatherings. While most events are held on campus during regular business hours, occasional off-campus events may occur. Serve as the point of contact for department-related inquiries and resolve problems as needed.

Provide administrative support to the Department Administrator on an as needed basis.

Responsible for all components of scheduling and arranging a variety of meetings, activities, and events. Duties include but not limited to, communication with event venue coordinators and participants, create/manage Doodle polls, schedule appropriate amount of time, determine appropriate amount of space required, select/secure location, arrange parking, distribute materials, monitor and track participation, arrange for meals, draft agenda (including breaks), and other associated tasks to ensure activity is organized and successful. Attend meetings as requested to prepare draft reports, slide shows, record minutes, and/or coordinate associated activities. Organize and coordinate departmental events such as conferences, workshops, retirement, holiday parties, and departmental lunches, following all pertinent UF and state policies and procedures.

Serve as department’s primary representative for building and space management activities. Coordinate office space and faculty/staff office moves. Submit and monitor repair and maintenance requests of Department managed space.

Manage/maintain key log.

Attend all department staff and faculty meetings in person. This involves recording meeting minutes and distributing summaries to faculty members afterward.

Coordinate with new faculty hires to establish office phone number, order new business cards and name place cards. Participate in other onboarding activities for new hires to the department as requested.

COMMUNICATION 
Triage incoming and outgoing communications, including mail/email, telephone, reports, manuscripts and speeches. Assist with the preparation of briefings, presentations, proposals and responses. Assist with academic and/or fiscal reports as needed. Assist, gather, and enter annual information from annual Council on Academic Accreditation (CAA) report for program accreditations. Collect and collate administrative information as requested by Department Administrator.

Maintain the Department’s external website, including posting weekly news updates and facilitating changes to academic programs pages when requested. Ensure all information is accurate and up to date.

FISCAL/HUMAN RESOURCES ACTIVITIES 

Work closely with the Department Administrator to support faculty evaluative processes, including annual evaluations, mid-career reviews (MCR), promotion and tenure(P&T), and post-tenure review (PTR). This includes but is not limited to communicating with faculty, coordinating meetings for eligible faculty with Chair and Director of HR, serving as department administrator for OPT processes, etc.

Manage the Volunteer hires process within the department. This includes data entry of all hires, submitting background checks, and completing GatorStart. Verify completion and accuracy of appropriate hire paperwork and required trainings. Create personnel files for all new hires. Forward completed hire paperwork to the appropriate Level 1 approver in a timely manner. Coordinate onboarding of volunteers as requested by faculty. Facilitate PHHP IT access requests from faculty for Volunteer hires. Track their status and terminate access when relationship has ended.

Monitor and maintain required compliance trainings to ensure that all department employees regardless of salary plan remain current on the various trainings per University and PHHP. Such trainings would include HIPAA, FERPA, etc. Follow-up with employees out of training compliance. Communicate with Department Administrator regarding any compliance training concerns.

Assist Department Administrator with Graduate Assistant Letters of Appointment, Foundation scholarship student award letters, and records dispositions.

Assist with preparing Purchasing Approval Request (PAR) forms for departmental purchases.

Assist with departmental purchases via UF Purchasing Card (PCard) and assist with maintaining electronic filing system for departmental expenses by fiscal year.

TRAVEL/EVENTS 
Schedule and coordinate all travel arrangements, travel authorizations, pre-approvals, and reimbursements for students, and when requested, department faculty. Prepare travel itinerary, make travel and hotel reservations, prepare/process appropriate travel and expense forms, etc.  Primary point of contact between Chair, department faculty and other administrative staff for departmental visitors as it relates to travel arrangements, itinerary creation etc. (e.g. seminar speakers, faculty candidates). Schedule and coordinate faculty candidate travel. Research and arrange airfare reservations, hotel rooms, car rentals, and any other tasks as required by the traveler. Coordinate candidate itinerary with Chair, Dean’s Office, faculty, staff, and students. Reserve rooms for seminars, create and distribute seminar flyer and post electronically. Act as a department PCard holder.