Administrative Support AST II

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• Job No: 537995
• Work Type:
  Full Time
• Location:
  
  Main Campus (Gainesville, FL)
• Categories:
  Office/Administrative/Fiscal Support, Veteran's Preference Eligible
• Department:  - BA-MARKETING-BUSINESS OFFICE

Administrative Support Assistant II

High school diploma and knowledge of UFGO and Excel

The Marketing Department in the Warrington College of Business (WCB) at the University of Florida is seeking to hire an Administrative Support Assistant II. The incumbent provides administrative support to the Department Chair, Graduate Coordinator, and the Office Manager. He/she serves as point of contact for the Marketing Department, students, staff members, faculty members, recruiters, alumni and a wide range of visitors.

• Provide secretarial assistance to the Dept Chair typing documents, letters, faculty evaluations and other administrative support as needed.
• Provide secretarial help in recruiting new faculty members & Ph.D. students by setting up Zoom & interview schedules, creating electronic application files for the search committee on the R drive, and managing all travel arrangements for candidates.
• Process correspondence to/from applicants during the recruiting period.
• Maintain electronic annual review/teaching portfolios for each faculty.
• Create and update department spreadsheets to track yearly funding.
• Submit copy jobs on the Copy Center online system.
• Schedule room reservations for guest speakers, job candidates, department functions, meetings, conference room classes, etc.
• Create webpages on warrington.ufl.edu for new faculty and Ph.D. students.
• Update Marketing Department webpages with current CVs, office numbers, working titles, names, positions, photos, homepages, and research interests.

• Initiate and process faculty teaching evaluations in Gator Evals.
• Enter all textbook orders for faculty members in UF Textbook Adoptions.
• Order requested desk copies/instructor manuals from publisher.
• Collect, proofread for UF compliance, and post all syllabi to the R drive each semester.
• Authorize grades in MyUFL at the beginning of each semester.
• Make sure all grades are entered by faculty before the grade deadline.
• Process and approve electronic grade change forms for Department instructors.
• Type and create three tests each semester for MAR
  3023 Principles of Marketing using Word and McGraw Hill Test Builder software.
• Register Ph.D. students for all courses and advise students of deadlines and holds on their account.
• Assist Ph.D. students filling out and processing any paperwork and advise them of dates and deadlines.
• Process all paperwork for Ph.D. graduation including supervisory committee, qualifying exam, final defense memo, final exam dissertation transmittal and enter all information in GIMS and update all student milestones in MyUFL.
• Register students outside of the Mkt department for our Ph.D. courses.
• Register students for MAR
  2951, MAR
  4905, MAR
  6905 & GEB
  4941 courses.

• Create & maintain Excel spreadsheets to record all expenditures and current balances for each fund for faculty/PhD students & department funding accounts.
• Balance all ledgers monthly for each faculty account and all other department funding accounts and update funding spreadsheets.
• Make purchases and pay for memberships, registrations, office supplies, etc. for the Marketing Dept professors and Ph.D. students on UF pcard.
• Create expense reports for all pcard charges.
• Reconcile UF pcard monthly and follow all UF best practices.
• Reconcile all purchases in My UF Market.
• Ensure that sufficient funds are available before initiating purchases to encumber funds.

• Ensure sufficient funds are available before initiating travel requests.
• Process travel requests in UF GO system to encumber funds.
• Make travel arrangements, including plane tickets, hotels and car rentals for faculty, staff, PhD students, PhD Recruitment, faculty recruitment, guest, and visitors.
• Process expense reports after travel concludes for reimbursement in UF Go system.
• Send email letters to guest…