Updated: 6 months ago
Location: Gainesville, FLORIDA
Job Type: FullTime
Deadline: 06 Apr 2017

Classification Title:

Administrative Support Assistant II

Job Description:

Travel and Expense

Processing travel authorizations and associated reimbursements for the Department.  Through coordination with the Fiscal Assistant ll, responsible for maintaining organized, audit ready files for all travel and employee reimbursement related transactions; this requires the incumbent to follow the established university travel policies and procedures.  In addition, this position requires the incumbent to frequently educate travelers prior to and during their trip, as needed. 

Payroll Functions

This position assists the Administrative Specialist and Associate Director by serving as the primary budget table (payroll distribution) manager for all ChE research personnel (graduate assistants, post-doctoral associates, non-tenure track research faculty, and undergraduate student assistants).  In addition, the incumbent is responsible for the generation, distribution, collection, and entry of all "hard copy" letters of appointment (LOA) each semester.  These hard copy LOAs provide ChE with current payroll and tuition assignments for all research personnel charged to our sponsored awards.  Entry of the hard copy LOA includes updating payroll distributions for all research personnel and electronic LOA distributions for graduate assistants.  To ensure proactive award management, this position performs bi-weekly reviews of all payroll distributions via delivered projected payroll detail reports for all sponsored award, returned indirect cost, and residual funds.  In addition, the incumbent maintains an Excel file of all research personnel appointment allocations, by academic term.

Promotion and Marketing

Coordinates a variety of print and digital collateral for news and marketing purposes, including newsletters, brochures, invitations, advertisements, fliers, promotional materials, direct mail and postcards to support the missions of the department. Creates, updates and posts all content to the department website; ensuring all faculty and staff photos/titles are current. This person is also responsible for official communications on behalf of the Department in social media. It is expected that the incumbent collaborate with the College of Engineering and University Relations to ensure that the Department is promoted at all opportunities. This position is responsible for ensuring compliance with all branding/identity guidelines from University Relations and the College of Engineering. Individual is responsible for maintaining all bulletin boards in the department to ensure accurate and current information is displayed. Responsible for ensuring all faculty and staff photos/titles are current and updated on department directories and website. Individual is responsible for maintaining the department directory, which includes all faculty and staff, and distributing after each update. This person is also responsible for reviewing and updating the department's contact information in public directories, e.g. Yellow Pages, Yellow Book, campus directory, and major Internet search engines.

Special Assignments

This person is responsible for the completion of special assignments as assigned by the Chair. Special assignments may include, but are not limited to, special events/milestone celebrations, program benchmarking, strategic plan implementation. Tasks associated with these activities might include, but are not limited to, helping to plan and strategize, conducting research associated with these activities (e.g., collecting data for similar programs/events at other universities, collecting student or faculty data for program participants), creating materials for these programmatic activities (e.g., generating written documents and brochures, managing spreadsheets), and helping to implement these plans (e.g., securing meeting/event space, organizing dates for events, ensuring mailings of invitations, directly contacting participants).


Incumbent maintains conference room calendars for the department. This position is responsible for all faculty promotion and tenure activities. Incumbent is also responsible for the coordination of all faculty recruitment activities, which includes staff support for the search committee, serves as the liaison with prospective candidates, prepares itineraries, coordinates the candidates travel and reimbursement, schedules meeting rooms and secures catering as appropriate.

Other Duties as Assigned

Perform various other duties as assigned by Department Chair or Associate Director for the benefit of the Department of Chemical Engineering.

Advertised Salary:

$20.00 - $24.00/hr. - Commensurate with qualifications and experience

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:

Proficient in use of Adobe Creative Suite, Microsoft Office Suite, Outlook, Internet Explorer.

Excellent oral and written communication skills, outstanding time management skills in order to manage wide variety of tasks that comprise the average work day, ability to work well with a wide variety of people, both internal and external to the University.

Ability to work independently and/or in group settings, problem solve, and deadline oriented.  Highly motivated, self-starter with exceptional planning and prioritizing skills to best assist the Department's Chair and Associate Director. 

Ability to develop rapport with faculty, students, alumni, industry, donors, and staff to facilitate a culture of support and collaboration.

This person must have strong organizational skills and attention to detail.  Incumbent will need to exhibit high ethics, hard work, and dedication.  Ability to work with frequent interruptions and noisy environment as the primary workstation is in an open area.

Special Instructions to Applicants:

In order to be considered for this position, applicants must upload cover letter and résumé with application.

If you are claiming veteran's preference, please upload a copy of your DD-214, along with any other appropriate documentation to support your claim, with your application for consideration.

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

Health Assessment Required: No

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