Chair Support: The position supports the department chair in daily activities, including (but not limited to)
scheduling of faculty meetings; special-called meetings; scheduling of faculty/staff annual review
meetings; and accounting of TA office hours. The position is also responsible for scheduling of all other
business meetings as well as travel for the department chair. The incumbent will be responsible for online
calendar management (i.e., calendaring) for the department chair, including identifying the purpose of
all requested meetings. The incumbent will be responsible for scheduling weekly check-in meetings with
the chair to follow-up on pending, ongoing, and upcoming tasks along with coming prepared with an
agenda based on these topics.
The position will be responsible for all internal meeting announcements, department event
announcements (in collaboration with MarCom staff, in cases of external visitors). In collaboration with the
Development officer, the position will communicate with the advisory boards (industry and young) as well
as alumni. The incumbent of this position will also be responsible for all donor communications (i.e.,
letters from the department under the chair’s signature).
This position will serve as a liaison for the chair with all department student organizations, including, but
not limited to, any required event approvals, funding use requests, marketing approvals, etc. on behalf of
the chair.
The incumbent will work with the chair to prepare and distribute agendas for all faculty meetings. The
incumbent will attend faculty meetings and take minutes for the chair. This position will also prepare and
collect faculty surveys on job candidates. Survey results are to be summarized for department chair
review. The position will also conduct faculty votes for hire, tenured faculty votes for tenure, and other ad
hoc voting items that may arise.
Coordinates annual faculty performance review process by ensuring templates are distributed to faculty,
collecting faculty annual reports, organizing reports for review by the Chair, sends faculty annual
evaluations prepared by the Chair, arranges performance review meetings between faculty and the Chair,
and maintains the faculty evaluation files in compliance with the Collective Bargaining Agreement.
Departmental Support: The incumbent will serve as reception backup, as needed. The position will work
with the front desk staff to assist the chair with the following tasks:
- Preparing nominations for faculty and student awards and nominations for faculty professorships.
- Preparing scholarship letters for undergraduate and graduate students and updating department
awards plaques on an annual basis.
- Working with fiscal operations staff in scheduling seminar speakers and making travel arrangements.
- On-campus interview logistics, including arranging candidate escorts between meetings.
Faculty Support: This position will support faculty/staff search committees with applicant lists;
gathering of applicant materials for committee review; arranging candidate phone/video interviews,
and scheduling on-site faculty candidate interviews, including arranging travel. This position may
assist faculty in ordering catering for events, or materials and supplies from UF Market Place.
Responsible for faculty sabbatical and professional development leave. Verifies faculty eligibility,
deadlines, and required documents at the start of each academic year and communicates these to
the eligible faculty and to the Chair. Collects required information for review by the Chair and
appropriate committees.
This position will also prepare some letters for faculty on departmental letterhead.
- Department Tenure and Promotion Administrator: This position will call for faculty dossiers and verify
content against college criteria. The incumbent will also call for and organize mid-cycle review
packets and schedule mid-cycle review processes with tenured faculty. The incumbent will also call
for letter writer lists from (T/P candidates and the chair) and make distribution to the college, in
addition to sending letter writer invitations. The incumbent will also manage T/P review process
scheduling and preparation of college forms as well as track documents in-review by tenured faculty.
Event planning: This position will maintain the department event calendar (e.g., advisory board
meetings, spring awards banquet, etc.) as well as maintain all departmental conference room
calendars. The incumbent will work with the chair on all department events and faculty workshop
planning and contracting services for these events. The position will also work with the chair on
organizing the faculty retreat. Some after-hour event organization and attendance are necessary. On
all these tasks, this position will be assisted by the front desk person, as needed.
Advisory Board: The position assists in the planning of advisory board semi-annual meetings and
quarterly telecons, which may be remote or virtual. The incumbent will coordinate meeting times,
dates, speakers, and presentation materials. The incumbent will distribute semi-annual meeting
invitations and agendas as well as assist the chair with minutes on specific sessions.
Other duties as assigned: The position will also assist the chair in managing established email
distribution lists for various constituents (faculty lists, staff list, advisory board list, graduate student
lists, etc.).