Classification Title:

Administrative Specialist II

Job Description:

Statewide Coordination:

Coordinate all communications in all mediums between Associate Dean and:

Unit leaders, faculty, district directors, program leaders, a variety of state and national agencies such as the United States Department of Agriculture (USDA) National Institute of Food and Agriculture, Florida Department of Agriculture and Consumer Services, water management districts, Florida Department of Environmental Protection and various stakeholder groups and associations.

Other UF/IFAS units such as the Program Development and Evaluation Center, Office of Conferences and Institutes, IFAS Communication Services, and other units to carry out the mission of Extension and related initiatives. Coordinate all communications with working leadership teams responsible to the associate dean and Program Leaders (PLs) and Associate Program Leaders (APLs) and assist with professional development opportunities for faculty.

PLs, APLs and their respective Extension Pathway Initiative Team, priority work groups and action teams. Assist with the activities of the Initiative teams, priority work groups and action teams.

Manage all travel logistics for the Associate Deans, PLs and APLs as it relates to programs. Associate Dean, PL and APL travel at minimum 35% of the year. Use UFGO to prepare Travel Requests and Travel Expense Reports on behalf of Associate Deans.

Manage and coordinate all aspects of the Associate Deans schedule on multiple calendars. Schedule and maintain the calendar of appointments and events for the associate dean as well as those meetings in and away from the office, all conference calls and video-conferencing, meetings, seminars and retreats as needed by the associate dean. Anticipate Associate Deans preparation needs for upcoming meetings.

Receive and maintain confidential or sensitive information and handle with appropriate discretion as well as following University policies and procedures.

Organize and maintain program files for the Associate Deans, PLs and APLs and their respective Initiative Teams, priority work groups and action teams (paper and electronic; Dropbox; OneDrive, Microsoft Teams and SharePoint).

Coordinate strategic events and meetings for the Associate Deans and contribute to meetings and events facilitated by the Office of the Dean for Extension. Work with the Extension Conference Planner on the Annual Extension Summit.

Office Responsibilities:

Coordinate and schedule social media campaigns and all webinars hosted by the Associate Deans and APLs. Create and disseminate the communications and make recordings of the webinars available to the extension community.

Serve as the Associate Deans, PLs and APLs liaison to a) the District Extension Directors and their support staff b) coordinators of programs lead by the Associate Deans, PLs and APLs c) faculty involved with the respective programs d) organizations in which the Associate Deans, PL’s and APLs participate.

Track budget expenditures and monitor University accounts assigned to the Associate Deans, PLs and APLs.

Verify purchasing card charges and employee reimbursements using UFGO for the Associate Deans, PLS and APLs.

Provide technical assistance as needed for the Associate Deans, PLs and APLs.

Office of the Dean for Extension business activities include answering phone lines, maintain and order office supplies and equipment for Associate Deans and assisting other Administrative Specialists as needed.

Coordinate with other Departments and Units on the scheduling of interviews. Host candidates when they visit the office for interviews.

Promotion & Tenure Coordination:

Support the office as well as Associate Deans, PLs and APLs with their roles in the process for 3-year assessment and tenure/permanent status and promotion for state and county faculty.

Presentations and Marketing:

Provide support to Associate Deans, PLs and APLs in developing background material and outlines for speeches, presentations, and marketing materials. These include Extension brochures, slide presentations, videos, and other materials.

Provide support to Associate Deans, PLs and APLs with EDIS publications and In-service training requests both as writers and approvers. Manage state social media sites, post approved content and assist with website development and updates, as needed.

Other related duties as required, assigned by the Associate Deans, PLs and APLs.

Expected Salary:

$59,000-$63,000, commensurate with education and experience

https://hr.ifas.ufl.edu/benefits/

Minimum Requirements:

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

Preferred Qualifications:

Bachelor’s degree preferred in education, business, information technology or related field.

Special Instructions to Applicants:

SUPERVISION:

Verbal and written instructions for training purposes, program delivery and procedural forms. Additional instructions on an as-needed basis. Must be able to work independently and in a team.

NORMAL WORK SCHEDULE:

Monday through Friday, 8:00 AM to 5:00 PM. This time period can shift 30 minutes in either direction.

REQUIRED LICENSES, CERTIFICATIONS, AND OTHER SPECIFIC REQUIREMENTS OF LAW:

THIS POSITION REQUIRES A CRIMINAL BACKGROUND CHECK.

OTHER CHARACTERISTICS OF THE POSITION:

Proficient in the use of Microsoft Office (particularly Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and software used for picture/image editing, web meetings, and web site design and maintenance.

Demonstrate commitment to contributing to a respectful and caring community for all.

COMMUNICATION:

Ability to work productively independently, to solve problems, and to prioritize tasks in order of importance.

Knowledge of university and state rules and regulations with regard to processing purchasing card transactions and documents.

Communication skills in the spoken and written word.

Customer-service driven approach to the position.

MONETARY RESPONSIBILITY:

Monitoring, updating, and managing expenditure budgets

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA:

Maintain and review confidential and sensitive information and documents

In order to be considered, you must upload your cover letter and resume.

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

Health Assessment Required: No