Administrative Spec II

Classification Title:

Administrative Spec II

Job Description:

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 mee