| Job Description: |
This position is located in the Department of Environmental and Global Health (EGH), College of Public Health and Health Professions (PHHP) and serves as the primary administrative assistant to the Chair of the Department. This is a highly professional position that requires daily contact with the public, faculty, staff, students, university community and governmental agencies. The incumbent performs a broad range of administrative duties in support of the Department Chair and department and as such, must exhibit a highly professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues, and exercise independent and prudent judgment when completing the tasks and responsibilities associated with the position.
Essential functions include:
CHAIR SUPPORT
Assist the Department Chair 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 Chair to 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 Chair’s institutional responsibilities, including activities with key internal and external constituencies.
Acquire and disseminate information to support understanding of the Department and College mission in research, teaching, and service, including assisting the Chair with preparation of publications and annual reports. Serve as a liaison to the Department Chair in advisory, leadership and governance relationships with various professional associations as needed. This requires a working knowledge of each organization, and their respective function, and interacting on behalf of the Department Chair with these organizations.
Research complex materials to interpret policies and rules as they relate to particular inquiries from the general public, accrediting bodies, other PHHP departments, the Office of the Dean PHHP, and University of Florida constituencies as needed. Maintain highly confidential and sensitive information on behalf of the Chair. Communicate professionally in written and verbal correspondence on behalf of the Chair.
Manage and maintain 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.
DEPARTMENT SUPPORT DUTIES
Provide administrative support to the Manager of Administrative Services 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 meeting 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 activities are organized and successful.
Attend meetings as requested to prepare draft reports, record minutes, and/or coordinate associated activities.
Organize and coordinate departmental events such as conferences, workshops, retirements, holiday parties, and departmental lunches, following all pertinent UF and state policies and procedures.
Assist, gather, and enter information from annual reporting agencies for program accreditations.
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. Maintain department’s conference room calendar.
Coordinate onboarding of volunteers as requested by faculty. Track their status and terminate access when relationship has ended.
Provide HR and Fiscal backup support with internal control procedures such as submitting leave requests, creating PHHP Purchasing Approval Requests, requesting purchases in myUFmarketplace, and submitting purchase orders for approval.
GRANT ASSISTANCE
Assist the Chair and other faculty within the department in grant preparation including budget justifications, coordinating documentation, other support documents, biosketch updates, CV updates, etc. The incumbent will work closely with the Research Core Office to ensure all proper procedures are being followed and provide assistance in getting documentation needed for them to submit grant applications. Conduct research to collect relevant information to aid in grant preparation and presentations.
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 producing a variety of reports as needed. Collect and collate administrative information as requested by the Chair.
Maintain the Department’s external website with WordPress, including posting weekly news updates, facilitating changes to academic program pages when requested, and ensuring department website is compliant with accessibility standards. Assist faculty with website accessibility compliance for their Canvas courses and shells. Ensure all information is accurate and up to date. Maintain and monitor Department Listservs and other internal electronic communication methods.
FACULTY RELATIONS
Serve as the primary staff administrator for various faculty evaluative processes, including annual evaluation, PHHP Mid-Career Review (MCR), UF Promotion and Tenure, and Post Tenure Review (PTR). This includes but is not limited to assisting the Chair with the appropriate letters in support of these processes, managing timelines to ensure department, college, and university deadlines are met, triaging questions from the faculty and the college HR liaison, and ensuring final documents are stored in the appropriate personnel records.
Act as the first point of contact for faculty inquiries and requests. Provide guidance on appropriate resources and contacts. Maintain faculty databases and records related to training, mentor/mentee relationships and professional development goals. Track compliance with policies and procedures relating to required University training. Notify faculty members and the Chair when training is overdue or expired.
TRAVEL/EVENTS
Schedule and coordinate all travel arrangements, travel authorizations, pre-approvals, and reimbursements for the Department Chair. Prepare travel itinerary, make travel and hotel reservations, prepare/process appropriate travel and expense forms, etc. Process all expenditures/invoices/payments for the Department Chair (i.e. memberships, subscriptions, licensure requirements, 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). Assist department faculty with UFGO expense reports after travel is complete.
Schedule and coordinate faculty candidate and seminar speaker 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 flyers and post electronically. Liaise with fiscal and HR staff to coordinate activities related to new faculty relocation, associated purchase orders and reimbursement of moving expenses.
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