Administrative Support Assistant I

The Counseling and Wellness Center is a multi-mission agency within the Division of Student Life serving a wide variety of counseling services and programs offered to students in direct support of the academic mission of the University.   There is also extensive outreach and consultation to the campus community, a national professional training program (at levels ranging from pre-practicum through residencies), and academic activities. The multi-disciplinary staff of the CWC includes approximately 45 1.0 FTE permanent Clinical faculty and professional staff, 13 TEAMS/USPS support staff, and 10 CART counselors.  Additional personnel include 15 or more graduate student trainees, and approximately 10 student assistants. The Center is housed in two physical locations.  The CART Team is located on the fourth floor of Peabody Hall & Counseling & Case Management Teams are located at Radio Road.   We also have several embedded positions within the university.  Students use the Center in increasingly large numbers, averaging over 5,800 student clients per year and approximately 44,000 annual counseling appointment hours. Outreach programs and consultations are offered to more than 29,000 contacts. This position provides administrative support to the Executive Director and Director of the CWC, including management of schedules, travel arrangements, and duties related to meeting coordination and follow-up.  The position will also be responsible for assisting with communications from leadership.  This position will also provide back-up to the other Administrative Support positions related to human resources and fiscal tasks for CWC employees. This position will also work closely under the supervision of the Administrative Services Manager.

• Manage calendar of events and schedule meetings for CWC Executive Director and CWC Director for the Department Manages the CWC Executive Director’s and Director’s calendar as related to CWC events and needs, including coordinating the scheduling of on-going and requested meetings with external and internal attendees.  Reviews schedules on a daily basis, addresses schedule conflicts, and reschedules meetings as necessary or requested.  Includes scheduling of individual meetings, group meetings, budget and special subject meetings, clinical supervision and other special meetings.  Serves as point of contact for Executive Director’s schedule, and Director’s schedule, when requested. 
• Manage calendar of events and schedule individual and group meetings for Associate Vice President of Division of Student Life/CWC Executive Director Manages the Associate Vice President’s (AVP) schedule and calendars and assists the AVP with scheduling meetings, including coordination with all other internal and/or external parties.  Coordinates and reviews calendar on a regular basis to ensure no conflicts and manageable schedule.  Schedules regularly scheduled and on-going as well as ad- hoc meetings for the AVP with Division of Student Life and CWC. Safeguards schedule/time as instructed and maintains confidentiality as required. Serves as a point of contact and liaison for search committee members and candidates throughout employment position searches and interviews.   Coordinates interview and meeting itineraries and agendas.
• Coordinate Re-occurring and Regular CWC Meetings and Events, including All Staff, Clinical Teams, Governance, Leadership & Supervision, Planning, and In-Unit Faculty and Staff (IUFS) Meetings. Create and circulate draft agendas, handle requests for additions to agendas, finalize and disseminate agendas, setup Zoom and advertise links and/or setting up and reserve meeting room space.  Handle arrangements for special meeting guests or presentations. Provides support for meetings, conferences and summits as needed. Attends meetings as directed or necessary, takes and post/disseminate meeting minutes.  Manage follow-up items to ensure follow-through or transfer of tasks to appropriate committee, meeting, department, etc. Also assists with scheduling special planning meetings and training sessions as needed.
• Provide additional administrative assistance and support to the CWC Executive Director, Director, and other administrative support staff and for the department, as needed.  Conducts leave audits, coordinates setup and dissemination of newsletters, updates and disseminates other communications such as policies, procedures, as directed or needed. Assists with managing preparations, on-site production and clean-up for events and special activities.  Other duties and special projects as assigned.
• Handle travel arrangements for Executive Director and Director, including bookings, Travel Requests and Expense Reports, including inputting travel authorizations and expense reports, reconciling travel receipts, and copying documentation.            
• Serves as backup for other administrative team members.  Duties may include checking entered leave requests, recording leave time, conducting Titanium leave audits and running/reviewing reports by the deadlines using various communication methods.  Also serves as backup for purchasing and payables activities within the department. 

$19.16 - 21.55 /hour

High school diploma or equivalent and one year of relevant experience. 

This position requires the need to bend, kneel and lift of up to 40 pounds.

Bachelor’s degree in Business Administration, Public Administration or other related areas. Experience with accounting procedures and knowledge of UF financials and PeopleSoft.

Experience with MS Excel and Word; ability to communicate, both written and orally.

In order to be considered, you must upload your cover letter, resume and contacts for three professional references.

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.

This is a time-limited position.

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