| Job Description: |
ESSENTIAL FUNCTIONS OF THE JOB
Manage overall daily office functions including, but not limited to recruiting, hiring, training, supervising student assistants and OPS staff for front desk and other areas as needed; mail delivery and distribution; office communications; supplies sourcing and departmental inventory. Act as primary back-up for DSO front desk coverage when needed. Student supervision includes meetings to check in on performance and funding balances for FWS students.
Provides administrative support for the Dean of Students/Senior Associate Dean of Students. Coordinates meetings, calendars, committees, and travel. Manages sensitive information related to the Dean of Students Office and acts as a primary point of contact for the Dean/Senior Associate Dean. Assists with administrative support for programs, projects, assessments, and reports.
Oversees various projects, such as organizing major/minor events, trainings, and retreats, ensuring successful collaboration, planning, execution and assessment. Effective coordination of catering, venue scheduling, speakers/presenters, and overall logistics.
Lead departmental efforts relating to facilities, maintenance, interiors/furnishings, space certification, and asset management as well as the associated organizational processes designed to support the success of the Dean of Students Office.
Serves as back up in efforts relating to Human Resources, Fiscal, and Other Administrative Duties.
Performs other duties as assigned.
SUPERVISION
Manages the recruitment, training, supervision, and evaluation of student assistants and OPS staff within the Dean of Students Office.
POLICY MAKING AND/OR INTERPRETATION
Responsible for adhering to and assuring compliance with all UF Policies and Procedures related to overall Dean of Students Office operations, including fiscal, HR, and other areas.
Formulates internal operating protocols and policies for the Dean of Students Office.
PROGRAM DIRECTION AND DEVELOPMENT
In conjunction with other staff, leads the coordination of major programs such as the Annual Student Memorial Service and the Annual Veterans Recognition event.
Leads DSO Front Desk staffing, including developing, maintaining, and evaluating procedures to ensure successful customer service and overall office environment.
Provide assistance with programs related to the Dean of Students Office including Preview, Family Weekend, First-Year Florida, Field & Fork Pantry, Collegiate Veterans Success Center, and others as assigned.
COMMUNICATION
Daily Contact with students, staff, faculty, administrators, and departments at the University of Florida.
Periodic contact with parents, alumni, community members, board members, legislature, and other external stakeholders.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA
Responsible for maintaining confidential student records and staff employment records. Will adhere to FERPA and other UF Policies/Regulations.
MONETARY RESPONSIBILITY
Assist Director of Administrative Services and Accountant with fiscal transactions (e.g. purchase card transactions, UF Marketplace purchasing, purchase requisitions, and entry into MyUFL/UF GO systems) and with travel as needed.
OTHER CHARACTERISTICS OF THE POSITION
Ability to safely lift and carry objects weighing up to 40 pounds, as needed for organizing materials, moving supplies, and event set-up/breakdown
NORMAL WORK SCHEDULE
Monday through Friday, 8:00AM to 5:00PM, Evening and Weekend Work Required on Occasion.
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| Preferred: |
Bachelor’s degree and five to eight years of relevant experience or an equivalent combination of education and experience.
Demonstrated experience leading a team of people.
Proficiency in the use of personal computers and multifunction devices as well as Microsoft Word, Excel and PowerPoint.
Strong experience in project management, with attention to detail and excellent organizational skills.
Excellent organizational skills and attention to detail.
Demonstrated history of positive and collaborative working relationships, including working as part of a team toward organizational objectives.
Ability to plan, prioritize, organize, and coordinate work assignments independently in a fast-paced environment, while achieving outcomes effectively and by deadline.
Demonstrated professionalism in interacting with others at all levels within and outside the organization.
Excellent communication skills downward, upward, and outward.
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