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Administrative Spec III

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533053&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533053

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support

Department: 02010500 - PV-FACULTY AFFAIRS

Classification Title:

Administrative Spec III

Job Description:

The position of Administrative Specialist III works with the Associate Provost for Academic Affairs and is a highly visible position with significant responsibilities requiring an individual who can manage concurrent tasks, effectively interact with diverse constituents, and represent the office in a professional manner.

The incumbent will assist the Associate Provost in maintaining and implementing university and governmental policies, regulations and procedures. The individual is responsible for performing a variety of administrative duties requiring an extensive working knowledge of rules and regulations of the University of Florida and the Florida Board of Governors. The individual interacts with a diverse clientele, both inside and outside the University, including students, parents, faculty, staff, administrators, and state administrators. The person is a representative of the university and the Office of the Provost and must maintain a professional, outgoing, and helpful attitude. The successful candidate should demonstrate an understanding of the administrative requirements and priorities unique to the Associate Provost for Academic Affairs and should work closely with the administrator to achieve identified goals. The individual must have the ability to maintain a high level of confidentiality due to the sensitive nature of materials handled in the office. The individual is expected to work independently with minimal supervision gathering data, editing and preparing a variety of numerical and contextual reports for the Associate Provost. The incumbent must be proactive with assignments, have attention to detail, take ownership of responsibilities and operate at the level of assistant to a top-level university executive

Examples of Work (These are not all inclusive, nor do they cover the full extent of the duties performed):

Monitor and evaluate the Online Promotion and Tenure (OPT) process for the use by the Academic Personnel Board, Provost and President. This requires working closely with the Provost Office assuring completeness of submitted materials, assisting colleges with guidelines and regulation, and managing the process of approval letters being sent to college offices for nominees awarded tenure and/or promotion.

Manage the calendar of the Associate Provost and is responsible for the daily activities of the Associate Provost, screen and prioritize requests for appointments, schedule meetings related to the Associate Provosts activities, prepare related materials for meetings and/or presentations. Handle phone calls, visitors and other communications for the Associate Provost.

Administer the Tuition Exchange Program for the University of Florida which includes handling inquiries from prospective and participating individuals, distribute faculty announcements, review student applications and employee applications to select program participants, maintain a database of current participants, and serve as liaison with other TEP institutions to coordinate import and export status of students. Prepare appropriate correspondence to participating students, parents, faculty and other TEP institutions. Monitor student’s records to assure compliance with guidelines of the program. Manage the budget and financial transactions, collection of participation fees, payments, etc.

Administer matters involving the Associate Provost’s overall activities keeping the Associate Provost abreast and aware of issues or problems and performing a variety of administrative duties related to the Associate Provost’s areas of responsibilities including but not limited to: Board of Governors, Board of Trustees, Collective Bargaining, Academic Personnel Board, Tenure and Promotion, Administrator Evaluations, Grievances, and special projects. Receive and maintain faculty and student complaint and grievance files, which include highly confidential materials. Schedule required meetings with parties involved.

The incumbent will manage events related to the activities of the Associate Provost, schedule venue, catering, equipment, prepares related materials as needed manages program registrations for events.

This position is responsible to make appropriate travel arrangements as needed and prepare travel authorizations and reimbursements for the Associate Provost. As well as organize travel arrangements for speakers and other visitors, contact individuals and communicate with them for their travel needs, prepare travel authorizations and ensure reimbursements.

May attend meetings for the Associate Provost, record and transcribe notes, and brief the Associate Provost of any action that may be required.

Expected Salary:

$70,000 - $80,000 annually; commensurate with education and experience.

Minimum Requirements:

Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

Eight years administrative experience and familiarity with the roles of academic leaders (chairs, directors, deans, and higher-level executive staff) to effectively and proactively provide professional level assistance.

Incumbent must be proficient in Adobe, Adobe InDesign or Canva, Microsoft Office including Outlook, Word, Excel, Access and PowerPoint. Experience using T4 and WordPress. Ease and eagerness of learning new programs and competence in project management skills is desired.

Interact professionally with the public in a sensitive and professional manner, screen requests and materials effectively and efficiently, and handle a variety of situations readily. The incumbent must have a talent for listening carefully and communicating tactfully.

Must have the ability and the initiative to take on projects and work independently, be highly organized, and have the ability to recognize, prioritize, and proceed in an independent manner with tasks.

Must be articulate, possess command of the English language, and have exceptional writing and communication skills, ability to independently determine responses and compose correspondence, and must have good proofreading skills.

Special Instructions to Applicants:

In order to be considered, applicants must upload a resume, a cover letter and a list of professional references.

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

Health Assessment Required:No

Advertised: 06 Sep 2024 Eastern Daylight Time

Applications close: 22 Sep 2024 Eastern Daylight Time