Executive Assistant II

UF ECE Ambassadors; Gainesville (FL); On-site; USD 52,000 - 68,000; Full time

Job summary

The University of Florida College of Engineering is seeking an Executive Assistant II to support the Dean, manage a demanding calendar, prepare correspondence, and coordinate communications with UF leadership, the Board of Trustees, and external partners.

This role requires a Bachelor’s degree with five years of relevant experience or an equivalent combination, strong organizational skills, and the ability to handle confidential information in a fast-paced academic setting.

Qualifications

• Bachelor's degree and five years of relevant experience or an equivalent combination of education and experience.
• Valid Florida Driver's License.

Responsibilities

• Assist the Dean of the College of Engineering with office management and operations.
• Coordinate relationships with UF leadership and governance bodies; prepare reports and proposals as requested.
• Serve as liaison with state and national associations on behalf of the Dean.
• Manage the Dean's calendar, schedule meetings and events, and arrange conferences and retreats.
• Prepare correspondence and confidential communications for the Dean's review.
• Assist in the annual performance evaluation process for associate deans and chairs.
• Supervise office staff and manage budgets and reimbursement processes for the Dean's Office.
• Handle routine tasks and ensure timely completion of deadlines for the Dean's Office.

Skills

Typing 35 cwpm

Decision making

Verbal and written communication

Office software proficiency

Data analysis

Knowledge of office procedures

Knowledge of fiscal transactions

Education

Bachelor's degree

Tools

Microsoft Office

Data management software

Job description

Classification Minimum Requirements

Bachelor's degree and five years of relevant experience or an equivalent combination of education and experience.

Classification Title

Executive Assistant II

Job Description

Assists the Dean of the College of Engineering with the overall management and operation of his/her office by performing a variety of administrative and support duties that requires an extensive working knowledge of the University of Florida, the legislative process, and the workings of federal, state and local governments:

Coordinates and fosters relationships with the leadership of the University of Florida and the University of Florida Board of Trustees by assisting the Dean in his/her interactions with the Office of the President, Provost, and Vice President of Research, UF Deans and other appropriate UF Leadership Offices. This involves the acquisition and dissemination of information to aid in the understanding and knowledge of the mission of the College of Engineering and its teaching and research mission. Assists in preparation of reports and proposals as requested.

As appropriate serve as a liaison for the Dean with his/her advisory, leadership and governance relationships with various state and national associations. This requires a working knowledge of each organization, their respective function and interacting on behalf of the Dean with these organizations. Incumbent researches a variety of complex materials in the process of interpreting policies and rules as they relate to particular inquiries from the general public, Engineering departments, other colleges/units of the University of Florida constituencies.

Coordinates the overall relations of the Dean's office with the departments and centers in the College of Engineering; assists the Dean in the fulfillment of his/her responsibilities as Dean, keeping him/her informed of the status and progress of ongoing activities and serves as the Dean's representative in follow-up matters; serves as liaison to associate deans, department chairs, research center directors, faculty, staff and students relaying directives of the Dean on matters pertaining to office operation, policies and procedures. Manages the calendar of recurring reports, projects and various deadlines required of the college and the Dean's Office to anticipate and ensure deadlines and time commitments.

Prepares and disseminates correspondence; prepares responses and/or drafts correspondence for the Dean's review and signature; most often of a confidential nature; develops procedures and implements practices to simplify the administrative functions of the Office of the Dean.

Collects and updates material for annual performance evaluations of Associate Deans, Department Chairs and other appropriate administrative and professional personnel.

Schedules and maintains the calendar of appointments and events for the Dean and for the College of Engineering; coordinates the Dean's schedule and time commitments by establishing priorities and exercising independent decisions regarding time management. Schedules, coordinates and arranges a variety of conferences, meetings, seminars, annual holiday events and retreats for the Dean. Arranges and schedules ongoing committee meetings, as well as routine meetings with department chairs, administrative personnel and program directors. Prepares agendas and takes minutes at meetings as required. Prepares agendas and required materials for various meetings; coordinates scheduling of various Dean's meetings with college and university administrators, faculty, staff and students – researching and providing background information and informing the participants of topics to be discussed.

Supervision Of The Office Of The Dean

Management of the Dean's Office to include in-direct supervision of Administrative Assistant staff assigned to Sr. Associate and Associate Deans and direct supervision of one Administrative Assistant to organize and manage the workflow and ensure staffing of the Dean's Office; analyzes the requirements of the Dean's Office in terms of equipment, work flow and materials and implements appropriate systems and determines appropriate action; reviews all incoming communications to the Dean's Office and determines the appropriate person to handle each item, i.e. Dean, Associate Deans, Executive Directors, and Directors, etc. Determines the appropriate handling of telephone requests, of which are detailed or of a confidential nature; independently coordinates with campus wide contacts to collect the necessary information that serves as a basis for response.

Manages the reimbursement of expenses for the Dean, travel, or other; maintenance of the Dean's telephone/address listing for UF and COE administrative personnel to ensure it is kept up-to-date for the campus directory listings for the COE administrative personnel, all through the supervision of the Administrative Assistant responsible for the task or preparation of tasks.

Manages the budget for the Dean's Office operating expense account and the Dean's travel account

Monitors expenditures, deposits and balance of the Dean's Foundation accounts to ensure sufficient cash transfers are made to cover expenditures. Has signature authority for these accounts.

Other Assignments

Other related duties in direct or indirect support of the Dean of the College to ensure the efficient operation of the office and college as a whole.

Expected Salary

Commensurate with education and experience

Required Qualifications

• Bachelor's degree and five years of relevant experience or an equivalent combination of education and experience.
• Must have a valid Florida Driver's License.

Preferred

• Ability to type at least 35 cwpm.
• Ability to make decisions and communicate effectively both verbally and in writing.
• Ability to use a variety of computer software programs.
• Ability to compile and analyze data.
• Knowledge of office procedures and policies.
• Knowledge of university policies and procedures.
• Knowledge of fiscal transactions.

Special Instructions To Applicants

In order to be considered for this position, you must upload a cover letter and resume with application.

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

Health Assessment Required: No