Administrative Assistant III

Job no: 541653
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department:  - EG-STUDENT SERVICES

• Assists the Associate Dean in the overall operation of the office, performing a variety of administrative duties requiring a comprehensive knowledge of the policies and procedures of the Herbert Wertheim College of Engineering and the University of Florida.
• Assists in coordinating the overall relations of the Associate Dean’s office with the offices and staff in Undergraduate Student Affairs and the departments in the Herbert Wertheim College of Engineering.
• Assists the Associate Dean in fulfillment of their responsibilities as an administrator, keeping them informed of the status and progress of on-going activities, and serves as the designated representative in follow-up matters where authority has been delegated.
• Acts as liaison to faculty, staff, and students, relaying directives of the Associate Dean on matters pertaining to office operations, policies, and procedures.
• Organizes and manages the work of the Associate Dean’s office which includes overseeing the operation and completion of daily activities; setting priorities to efficiently handle the workload and to meet deadlines.
• Analyzes the needs of Associate Dean’s office in terms of equipment, workflow, and materials, and implements appropriate systems.
• Receives, sorts, and reviews all incoming communications to the Office of the Associate Dean and determines the appropriate person to handle each item.
• Provides responses to telephone requests (some are of a detailed or confidential nature) not requiring the involvement of the Associate Dean.
• Supervises maintenance of general office files and annual disposition of archival file materials.
• Coordinates action items for the Associate Dean which includes being responsible for tracking and following up on all pending items.
• Maintains the calendar of recurring reports, projects and various deadlines required of the Herbert Wertheim College of Engineering and the Office for Undergraduate Student Affairs to help administrative staff anticipate deadlines and time commitments.
• Serves as manager of the reception area in Associate Dean’s office space. As the u201
  
  Cfirst-faceu
  201D to the office, must receive and direct guests in a courteous and professional manner to the appropriate office.
• Collaborates closely with other executive staff in the Deanu
  2019s office suite.
• Responds to inquiries from the general public and University administrators.
• Responsible for maintaining and securing confidential correspondence.
• Determines those matters that should be handled by other appropriate persons.
• Coordinates major Student Affairs events and meetings.
• Secure space for events, manage RSVPs, secure catering and decor, process event-related invoices using appropriate funding source, setup/breakdown events, provide onsite event assistance.
• Coordinate volunteers from 12 departments for fall, summer, and spring university wide commencements in addition to spring College recognition ceremonies.
• Serve as point of contact for recognition ceremonies, fielding questions from and guiding graduate candidates, parents, faculty, and staff volunteers.
• Oversee and direct Engineering Ambassadors in assisting with events.
• Update volunteer roles and disseminate info.
• Secure photography, music, and ASL interpreting services.
• Order faculty regalia and maintain Order of the Engineer inventory, ordering supplies as needed.
• Order awards for annual Awards Ceremony.
• Prepare scripts for biannual Order of the Engineer events, spring doctoral and bacheloru
  2019s recognition ceremonies, annual Awards Ceremony, and other events, as needed; prepare and coordinate with…