Administrative Support AST III

  • University of Florida
  • United States
  • Jul 29, 2022
Full Time - Continuing

Job Description:

Classification Title:

Administrative Support AST III

Job Description:

Deans Office Receptionist

Provide primary reception support for the Office of the Dean; greet and assist visitors, answer questions, announce arrival of visitor(s) to appropriate administrator and their staff. Review, screen and direct incoming telephone calls and as appropriate take messages and disseminate. Will be responsible for sorting and distributing the mail. Maintain and update the college directory, phone list and various data bases such as US Dean’s List, local, state, and federal legislative contacts, dean’s advisory board, etc.

Manage the scheduling of two conference rooms and maintaining the professional appearance of both. Provide oversight and maintenance of the office kitchen/copy room; ensure copier supplies are maintained and basic housekeeping issues are addressed. Manage inventory of office supplies using purchasing card, order supplies and provide proper receipt of purchases to the accountant, or if appropriate a requisition for purchase.

Administrative Assistant to Associate Dean for Workforce Development

Assists the Associate Dean for Workforce Development in the overall operation of the office, performing a variety of administrative duties requiring a comprehensive knowledge of the policies and procedures of the Herbert Wertheim College of Engineering and the University of Florida. Assists the Associate Dean in fulfillment of his/her responsibilities as an administrator, keeping him/her informed of the status and progress of on-going activities, and serves as his/her representative in follow-up matters where authority has been delegated.

Organizes and manages the work of the Associate Dean’s office which includes overseeing the operation and completion of daily activities; setting priorities to efficiently handle the workload and to meet deadlines. Receives, sorts, and reviews all incoming communications to the Office of the Associate Dean and provides responses to telephone requests (some are of a detailed or confidential nature) not requiring the involvement of the Associate Dean. Coordinates the action items for the Associate Dean which includes being responsible for tracking and following up on all pending items. Maintains the Associate Dean’s calendar and keeps track of recurring reports, projects, and various deadlines. Participates in planning, hosting, and follow up on various events and meetings, including finalizing agendas, food orders, reimbursements, and other specific duties.

Coordinates the travel (state, national and international) for the Associate Dean, which includes preparing an extensive itinerary (flights, confirmation numbers, directions, etc.) travel authorization requests, vouchers for reimbursement of travel expenses, change orders and Foundation reimbursement requests. Manages the operating budget for the office. Drafts replies to letters, and email for a variety of routine, confidential, complex, and sensitive inquiries. When necessary, research background that is helpful for the Associate Dean in various meetings. Assists the Associate Dean with reference material for speeches and organizes presentations, as necessary.

Other duties as they relate and are appropriate

Expected Salary:

$21.50 - $23.00 per hour; commensurate with qualifications and experience

Minimum Requirements:

High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

Bachelor’s degree strongly preferred.

Must have a minimum of four years of secretarial experience working with administrators and possess excellent secretarial/clerical skills.

Possess the ability to prioritize tasks and work with various demands of their time, and personalities.

Proficient in Microsoft Office applications, specifically, Word, Excel, and Outlook.

Must exercise confidentiality with sensitive information or data.

Ability to use own judgment in decision making without input from supervisor.

Ability to perform assigned tasks without supervision.

Ability to plan, organize and coordinate work assignments.

Ability to communicate clearly and effectively both verbally and in writing.

Ability to handle telephone calls in a courteous and professional manner.

Ability to compose routine correspondence.

Ability to establish and maintain effective working relations with others.

Ability to organize files and other records.

Knowledge of office procedures, grammar usage and basic math.

Ability to work in a team-oriented environment.

Ability to function under highly stressful circumstances.

Ability to interact cordially with co-workers to accomplish common tasks.

Excellent communication and customer service skills required.

Ability to work with frequent interruptions is required.

Special Instructions to Applicants:

In order to be considered for this position, applicant must upload a cover letter and resume with application.

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.

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

Health Assessment Required:No