Administrative Spec II

Administrative Spec II

This position is located in the Department of Occupational Therapy, College of Public Health and Health Professions (PHHP) and will serve as the administrative assistant to the chair of the department. This is a highly professional position requiring daily contact with the public, faculty, staff, university community and governmental agencies. The incumbent in this position performs a broad range of administrative duties in support of the department chair 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 his/her duties. This position is responsible for compliance with department, college, university, state, and federal regulations, standards and policies.

Serve as primary contact and liaison for the Department Chair to coordinate all activities in support of institutional priorities. In so doing, works closely with the Chair and coordinates pertinent interactions that he/she has with the department’s faculty, the Office of the Dean (PHHP), the Office of the Senior Vice President, UF Health administrators, PHHP Department Chairs, and other senior administrators to support the Chair’s institutional responsibilities, including activities with key internal and external stakeholders. Responsible for coordinating and fostering relationships with the leadership of the University of Florida and the Health Science Center. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the Department of Occupational Therapy, the College of Public Health and Health Professions, and the quality of the services, research and teaching conducted in the department through its publications and annual reports. Serve as a liaison to the department chair in his/her advisory, leadership and governance relationships with various state and national associations as needed. This requires a working knowledge of each organization, and their respective functions, and interacting on behalf of the department chair with these organizations.

Researches a variety of complex materials in the process of interpreting 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 stakeholders as needed.

Responsible for assisting the Chair in grant preparation including budget justifications, coordinating documentation, other support documents, Biosketch updates, CV updates, etc. 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 via the Internet to collect relevant information to aid the Department Chair in grant preparation, for presentations, etc. Working in conjunction with the College’s Research Core, coordinate requests for grant information and ‘other NIH support’. Perform online or other submission of manuscript and monitor editorial systems as needed. Perform all necessary tasks for open access compliance for work resulting from NIH or other federal funding.

Coordinate the preparation of reports, briefings, presentations, speeches, proposals, and responses. Handle routine correspondence for Chair. Draft recommendation letters as needed at request of the Chair. Working independently with College of Public Health and Health Professions and University of Florida contacts, research, collect and collate the necessary information that will serve as a basis for preparing correspondence, reports, presentations, and responses, many of which involve confidential, complex and sensitive issues, then disseminate that information on behalf of the Chair as required. Maintain highly confidential and sensitive information on behalf of the chair. Assist chair with tasks initiated in faculty and staff meetings and compose faculty meeting minutes to submit to the chair and faculty. Must be able to communicate professionally in writing or verbally in correspondence on behalf of the Chair. Assist Chair and Business Manager in preparing and distributing individual letters of evaluation from the Chair to faculty members. Assist faculty with preparation of PHHP annual activity report.

Coordinate Chair’s calendar. Advise chair daily of Departmental activities and projects. Coordinate timelines for Chair to ensure that deadlines are met. Collect and collate administrative information as requested by the Chair. Assist with leave requests and PHHP Dean’s Office travel routing procedures.

Responsible for the coordination and implementation of special meetings/sponsored events including venue procurement, catering, travel, and meeting/event preparation tasks. Coordinate and prepare itinerary for faculty candidate interviews and send out announcement of presentations. Schedule search committee meetings including contacting faculty in other departments and outside of college. Coordinate travel arrangements and facilitate correspondence with other departments/units for the Department Chair/Director, including but not limited to, preparation of all travel-related processes required by the university and college. Coordinate travel and itineraries for special guests, faculty hires, prospective post-doctoral fellows or graduate students, and speakers, as requested.

Coordinate all conference meetings on behalf of Chair. Make all relevant travel plans, including hotel, airline, and other travel reservations. Prepare travel authorization requests and other required documents including travel itineraries and maintain travel folders. Prepare, submit, and track check requests, invoices, travel advance requests, business expense statements and other documents pertaining to Chair travel.

Provide HR and Fiscal backup support with internal control procedures such as submitting leave requests in PeopleSoft for approval, requesting purchases in myUF market, and submitting purchase order’s for approval. Submit travel requests and expense reports in UFGO. Verify P-Card charges with purchase receipts.

Responsible for creating, maintaining and disseminating submissions for the monthly college newsletter of accomplishments. Design and compose articles for Occupational Therapy newsletter from information provided by Chair, faculty and alumni. Assist with planning program development events to attract alumni support and involvement with the department. Disseminate news releases, event reminders, recognitions, and other Departmental information as requested.

$57,000 - $62,000 annually, commensurate with education, experience and skills.

The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visit UF HR Benefits and Rewards at https://benefits.hr.ufl.edu/.

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

• Excellent written and verbal communication skills.
• Ability to compose correspondence efficiently, effectively, and independently.
• Excels in use of Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook. Strong Internet skills.
• Knowledge of standard business formats and styles for letters and business forms. Knowledge of correct spelling, punctuation and grammar usage.
• Demonstrated strong customer service skills, excellent interpersonal skills, and superior organizational skills.
• Ability to prioritize effectively, multi-task efficiently, delegate appropriately, and shift priorities quickly.
• Self-motivated individual with a strong work ethic.
• Ability to confidentially handle employee and student information.

This position may offer flexible work arrangements such as hybrid/remote work locations (1-2 days per week) and/or schedules that fall outside of the unit’s normal business hours.

In order to be considered, upload your cover letter, resume, three references in addition to your application.

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

This is a time-limited position.

If an accommodation is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the U.S. Searches are conducted in accordance with Florida’s Sunshine Law.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.