Administrative Assistant III

Administrative Assistant III

The Department of Chemistry is seeking an Administrative Assistant III. This position facilitates the specialized administrative needs of the Department of Chemistry Chair's office. Duties and responsibilities include, but are not limited to:

Chair’s Admin Assistant

This position is a highly responsible and visible position for the Department of Chemistry Chair’s office. This position is responsible for scheduling and maintaining the Chair’s calendar. Must be able to prioritize numerous appointment and meeting requests for efficient use of the chair’s time. Facilitates communication between the Chair's office and various offices in the College of Liberal Arts and Sciences, across campus and organizations outside the university community. Schedules weekly administrative management meetings and monthly departmental faculty meetings, including compilation and distribution of agenda items submitted by faculty members. Attends the faculty meetings with Chair, taking notes, compiling data, and distributing to appropriate staff after meeting. Follows-up on projects mentioned in meeting for Chair. Reviews Chair’s email, adding appropriate items to the Chair’s to-do list; meets with Chair daily to review the status of items on the list. Hosts Chair’s guests. Responsible for all event planning relevant to the Chair’s Office, sends out invitations, collects RSVP’s, secures venue, coordinates catering, or if appropriate picks up food, and set up and clean up for events.

Assists with the chair’s travel arrangements including, airfare, booking of hotels and transportation, appointments, and correspondence.

Assists the Director of Operations with annual space reporting.

Faculty Mentorship Program

This position will assist the department’s mentoring program, which is intended to be a useful way of helping new faculty members adjust to their new environment. Whether it is academe itself that is new, or simply the University of Florida campus, assistance from a well-respected mentor can be an invaluable supplement to the guidance and assistance that a Department Chair provides during the early years at a new university. The program’s success will depend on the new faculty members, their mentors, and their department chairs all taking an active role in the acclimation process. As soon as the appointment is made, the chair assigns a mentor and it’s their responsibility in this position is to schedule these meetings, report to the chairman, keep internal records for tracking purposes, and help to promote a welcoming and managed environment to the department.

Faculty Searches

Assists Search Committee Chair and Directors in all faculty recruitments. Serves as point of contact for potential faculty members/candidates. Responsible for preparing correspondence to candidates, scheduling candidate visit dates, interview/meeting dates and times with faculty, coordination of lodging, meals and seminars related to recruitment. Prepares all paperwork for any reimbursements due to the candidate pertaining to the interview process. This involves working closely with the Travel and Fiscal Office.

Faculty Reports

Prepare and disseminate Annual Activity template to faculty and collect completed packets. Assist the Chair in preparing and distributing individual letters of faculty’s evaluation from the Chair to faculty members and arrange individual meetings between each faculty member and the Chair. Assists Chair and faculty in the yearly faculty evaluations, Mid-Career Review Process, and Promotion and Tenure Process, including data collection and compilation, editing of Chair’s comments, and coordination of ballots for the vote. Responsible for and maintains all Chair’s files including faculty files, confidential files, recruitment files, and personnel files. Third Year Review - Supply new faculty with all the necessary tools to prepare a tenure and promotion style packet for their third-year review. Coach faculty member in the preparation of their packet. Review packet for accurate layout following University and College guidelines Assists with scheduling and preparing for Leadership board meetings and activities. Serves as department Historian by collecting and storing departmental photos, news articles, etc.

Administrative Duties

Serves as liaison as well as a resource to faculty, staff, other departments and colleges for the Chairman as well as the department. Receive, screen, and direct incoming telephone calls and incoming mail, as appropriate take messages and disseminate. Maintains reservation calendars and key checkout functions for 8 department spaces consisting of meeting rooms, lecture halls, prep areas, and atriums. Establishes or maintains procedure for requesting time in each room, checking out and returning keys, equipment, or other supplies for each room, along with addressing any housekeeping issues. Receives and processes requests from faculty, staff, and TAs for use of registrar-controlled classrooms/meeting rooms using their secure online platform. Provide oversight and maintenance of the Chair’s office; ensure all supplies are maintained and ordered. Point of contact for IT issues for Chair.

Coordinates the application and selection process of the Kincart Scholarship award winner annually. Collect and review weekly donor reports from CLAS Development. When necessary, compose and mail thank you/acknowledgment letters to donors. Complete the Annual Donor review reports and submit them to CLAS Advancement.

Other duties as assigned.

As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.

Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.

Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.

UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings) and 1st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at Visit Gainesville.

The salary range is $20.00 - $24.00 per hour, commensurate with qualifications and experience and the compensation includes a full benefits package.

Benefits:

The University of Florida offers low cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF provides a variety of leave programs including vacation, sick leave, 10 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

UF Employees are also eligible for the GatorPerks discount program , which provides big savings at various business and retailers!

To see more, visit, benefits.hr.ufl.edu.

High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.

• Experience in planning, organizing, and coordinating work assignments to facilitate efficiency and meet deadlines
• Knowledge of university administrative process practices; familiarity with PeopleSoft and UFirst grant proposal submission systems is preferred but not required.
• Knowledge of computer database management
• Knowledge of record and file management
• Ability to multitask

In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three professional references. 

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

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page   for more specific information.

This requisition has been reposted. Previous applicants are still under consideration and need not reapply.