Administrative Assistant III

Classification Title:

Administrative Assistant III

Job Description:

This position is housed in the Department of Speech, Language, and Hearing Sciences (SLHS), College of Public Health and Health Professions (PHHP) and serves as the administrative assistant to the Department. This is a highly professional position that requires daily contact with the public, faculty, staff, students, university community and governmental agencies. Performs a broad range of administrative duties in support of the 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.

DEPARTMENT SUPPORT DUTIES 
Assist the Department 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 Department Administrator and 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 department’s institutional responsibilities, including activities with key internal and external constituencies. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the Department and College in research, teaching and service, including assisting the Department Administrator and Chair with preparation of publications and annual reports. Research a variety of complex materials in the process of interpreting policies and rules as they relate to inquiries from the general public, accrediting bodies, other PHHP departments, the Office of the Dean PHHP, and University of Florida constituencies as needed. Manage multiple projects and priorities simultaneously. 

Assist with managing and maintaining 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. Maintain department’s leave calendar and conference room calendar.

Independently prioritize, plan, coordinate, and oversee logistics for events, which includes but is not limited to, accreditation site visits, candidate visits, staff and faculty retreats, staff appreciation events and other departmental gatherings. While most events are held on campus during regular business hours, occasional off-campus events may occur. Serve as the point of contact for department-related inquiries and resolve problems as needed.

Provide administrative support to the Department Administrator 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 Doodle 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 activity is organized and successful. Attend meetings as requested to prepare draft reports, slide shows, record minutes, and/or coordinate associated activities. Organize and coordinate departmental events such as conferences, workshops, retirement, holiday parties, and departmental lunches, following all pertinent UF and state policies and procedures.

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.

Attend all department staff and faculty meetings in person. This involves recording meeting minutes and distributing summaries to faculty members afterward.

Coordinate with new faculty hires to establish office phone number, order new business cards and name place cards. Participate in other onboarding activities for new hires to the department as requested.

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 academic and/or fiscal reports as needed. Assist, gather, and enter annual information from annual Council on Academi