Administrative Spec II

Administrative Specialist - FL Master Naturalist Prg

This position provides programmatic support to the Florida Master Naturalist Program (FMNP) and the Wildlife Ecology and Conservation Department (WEC).  Under the direction of the Program Director of FMNP and the Manager of Administrative Services for Wildlife Ecology and Conservation, assigned duties will include serving as the primary Program Coordinator to the Florida Master Naturalist program coordinating delivery of mission and objectives for the Florida Master Naturalist program.  Secondary assignment will include assisting the Manager of Administrative Services with activities that support 1) FMNP and 2) WEC human resources activities.

FL Master Natural Program:

Assist the FMNP Director in overall operations of the adult education FMNP Program.  Work with FMNP Director and numerous participating organizations to promote outreach and help recruit instructors for FMNP course delivery. Prepare correspondence for administrative decisions and policies, which may contain a variety of complex, confidential and/or sensitive issues.  Ensure timely follow-up and response to requests directed to the Director.  Finalize the preparation and distribution of documents for electronic transmission.  In coordination with the Program Director coordinate training sessions for FMNP instructors.  Keep training manuals and instructor resources updated.  Collect and report class pre/post-test and program evaluation data to instructors.  Review FMNP course agendas for accuracy, completeness, and publishing to social media.  Maintain instructor Sharepoint with latest program resources for FMNP instructors. 

On behalf of FMNP Director, serve as primary liaison to handle day-to-day general correspondence with instructors, students, and inquiries.  Redirect to upper management any communications that requires Program Director review and/or action.  Manage social media outreach, website development and/or maintenance, and market FMNP materials (e.g. brochures and fliers).  Serve as liaison with IFAS Communications on management of website.  Coordinate FMNP activities with partners, stakeholders, and vendors, such as Office of Conferences and Institutes (OCI), IFAS Communication Services (ICS), (IEB), and printing vendors.  Oversee printing/shipping needs, set up FMNP meetings, develop agendas, contribute to monthly instructor content updates, and supervisor part-time media intern.

Manage FMNP data using ACCESS and EXCEL databases.  Track and analyze programmatic data for outreach publishing to online displays and/or records (e.g. instructor applicants and approved teams, courses offered/taught, graduates, scholarship applicants/recipients, etc).  Maintain database by adding continuing or newly approved program instructors, and remove those who no longer need access, perform routine updates and maintenance, and all retain licensing and software records. Prepare various data analytics and associated reports as requested by FMNP Program Director and administration (e.g. annual reports, updates to Dean, etc.).

Special projects such as editorial review of new course and course revisions, development of presentations and promotional materials, schedule travel logistics for annual FMNP Advisor Board Retreat, and other duties as assigned by supervisor.

Wildlife Ecology and Conservation – Human Resources

Serve as payroll processor.  Duties include biweekly review of payroll paylist, leave reconciliation approvals and maintaining payroll and leave records in accordance with records retention. Escalate discrepancies to Mgr. Administrative Services for review/handling as needed.

Assist Manager, Administrative Services with OPS and Student Assistant on-boarding processes.  Duties will include collection of obligatory hire documents, timely follow up with new hires to ensure hire packets are processed timely in accordance with published deadlines, provide technical support as needed in electronic on-boarding, and monitor correspondence to ensure hires are entered into workflow timely.

Assist the Manager, Administrative Services and department administration with departmental tasks such as effort reporting, semester tuition waivers.  Provide assistance with records retention, reconciliation and oversight of tasks such as health assessments, workers comp, and other administrative duties as assigned.

Assist the Undergraduate and Graduate Admissions Academic Service programs as needed with event planning, outreach, and recruitment.  Work with other departmental staff to serve a role in social outreach for the department to solicit and promote camaraderie, interpersonal relationships, and creating an inclusive workplace.

$48-50K, commensurate with education and training

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

• Current UF employee with experience in program management.
• Ability to determine work priorities and anticipate/meet deadlines.
• Communicate effectively both verbally and in writing.
• Establish and maintain working relationships with others.
• Ability to assess budgetary needs and alert of future problems.
• Exhibit initiative to work independently to solve problems and make decisions.
• Should be dependable and have follow-through.
• Attention to detail.

To be considered please update a cover letter, resume, and three professional references.  Application must be submitted by 11:55 p.m. (ET) of the posting end date.