Administrative Support Assistant

WHAT DOES AN ADMINISTRATIVE SUPPORT ASSISTANT DO?

Updated:
Mai 26, 2025 - An Administrative Support Assistant excels in managing logistics for meetings and calls, ensuring efficient scheduling and follow-ups for Prospera’s program staff and management. Provides essential administrative support by drafting contracts, preparing grants, and updating member data with precision on platforms like Airtable. Assists in organizing webinars, offering technical support during events, and actively engaging in feedback collection to enhance program effectiveness.

• Event Logistics
  
  Skills:
  
  Assists in organizing speakers, managing logistics (i.e., catering, A/V, facilities, space, and equipment, etc.), and arranging itineraries.
• Promotional Material Creation
  
  Skills:
  
  Creates and manages promotional materials.
• Event Coordination
  
  Skills:
  
  Assists with organizing, coordinating, and implementing departmental events such as holiday and retirement parties, special departmental lunches/events, ensuring adherence to UF and State rules and regulations.
• Webpage Management
  
  Skills:
  
  Manages and updates departmental webpages.
• Social Media Management
  
  Skills:
  
  Manages and provides materials for social media outputs, including material for newsletters and the "EGH in Action" series.
• Meeting Support
  
  Skills:
  
  Attends weekly/biweekly faculty/staff meetings, takes minutes, and defines action items for the participants.
• Calendar Management
  
  Skills:
  
  Directly manages the Chair's calendar.
• Faculty Support
  
  Skills:
  
  Works with faculty to update webpages and ensure CVs are updated.
• Application Management
  
  Skills:
  
  Organizes applications and contacts applicants to request missing materials on a regular basis.
• Inquiry Response
  
  Skills:
  
  Responds to inquiries regarding EGH programs via phone/email.
• Advertising
  
  Skills:
  
  Creates advertisements for semester courses.
• Collaboration
  
  Skills:
  
  Meets with the Academic Program Specialist weekly.
• Visitor Coordination
  
  Skills:
  
  Arranges student and faculty visits.
• Program Support
  
  Skills:
  
  Provides support to the Dean of Faculty Development, Cultural Affairs, and Wellness Programs.
• Committee Participation
  
  Skills:
  
  Serves on the PHHP Wellness Program committee, attends wellness program meetings across campus, and reports back to the Associate Dean.
• Website Update
  
  Skills:
  
  Updates the wellness.phhp.ufl.edu website as needed and disseminates information to the college community.
• Administrative Support
  
  Skills:
  
  Provides administrative support and assistance to education staff and faculty.
• Email Management
  
  Skills:
  
  Monitors Global Pathogen Discovery Lab email address and forwards inquiries to the correct lab staff.
• Content Development
  
  Skills:
  
  Develops content for website and manages initiatives.
• Research
  
  Skills:
  
  Researches new ideas and gathers data.
• Event Planning
  
  Skills:
  
  Interfaces with the Dean's office in planning events related to college wellness and DEI.
• Calendar Management
  
  Skills:
  
  Manages calendar for wellness and DEI meetings, takes notes, and defines action items.
• Website Management
  
  Skills:
  
  Creates and manages the DEI portion of the PHHP website as needed and disseminates information to the college community.
• Website Optimization
  
  Skills:
  
  Updates the design and content of websites (EGH, DEI, Wellness), implements changes to websites, and maximizes website optimization in response to requests by the Chair and Associate Dean.
• Public Relations
  
  Skills:
  
  Assists in publicizing activities, educational programs, and research to internal and external audiences.
• Advertising and Publication
  
  Skills:
  
  Develops and publishes advertising materials for programs and events.
• Social Media Management
  
  Skills:
  
  Assists in the coordination of social media accounts, seeks out, solicits, edits, and posts content to accounts.
• Stakeholder Engagement
  
  Skills:
  
  Works with faculty, staff, students, alumni, and other stakeholders to identify content that can be utilized in marketing efforts.
• News Release
  
  Skills:
  
  Responsible for gathering and disseminating department submissions for news releases, monthly college newsletter, and website news.
• Document Archiving
  
  Skills:
  
  Routes materials for review through UF Health Science Center News & Communications and archives materials in the central repository.

• Logistics Organization
  
  Skills:
  
  Organize logistics for calls/meetings (sending doodles, invites, reminders, follow-ups).
• Calendar Management
  
  Skills:
  
  Assist in maintaining the calendars of program staff and management, scheduling appointments and calls.
• Administrative Support
  
  Skills:
  
  Provide administrative assistance to Prospera’s support to its members, including drafting and processing contracts, collecting members’ institutional information, preparing grant payments, and monitoring funds.
• Data Management
  
  Skills:
  
  With technical inputs from the Prospera PO team, update membership-related information regularly on Airtable and/or other tools used by the team.
• Report and Presentation Preparation
  
  Skills:
  
  Support the team with the…