Administrative Specialist II

Administrative Specialist IIThe incumbent within the College of Veterinary Medicine's Office of the Dean functions as the lead member of the administrative team. This position administers most operations within the College of Veterinary Medicine's Dean's office, including the supervision of a Receptionist. Determine issues and recommend solutions for workflow policies and procedures. Oversees, evaluates and maintains office procedures related to filing, record-keeping, mail distribution, use of telephones, use of email, use of computers for personal, office, and room scheduling, handling of confidential materials, and handling of students and other visitors to the college. Responsible for scheduling and maintaining multiple calendars. Prioritizes numerous appointment and meeting requests for the Dean, and Executive Associate Dean and Executive Director. Provides administrative support for travel and purchasing for the Dean and Executive Associate Dean. Supports searches for administrative leadership positions, including direct communication with candidates, scheduling dates, arranging travel, and creating itineraries. Oversees the scheduling of events on the CVM campus and manages contract execution with UF general Counsel. When new tasks are requested of the Dean's office, s/he composes office policies and procedures as necessary. Works closely with Dean and Executive Associate Dean to oversee work flow issues. Gathers information and prepares reports which may include contacting various university, local, state and national agencies, gathering and relaying information, data and statistics for the college. Examples of these reports include the Annual Interim Report to the AVMA Council on Education, AAVMC Comparative Data Survey, AAVMC Faculty Salary Comparative Data Report, HSC Annual Program Report, Activity Reports for the Dean and Associate Deans, and Provost Report. Many of these reports directly affect funding, salaries, negotiations in retaining faculty members, and utilize data that is compiled at the university and national levels. Oversees college level deadlines and works with department chairs and associate deans to make sure those deadlines are met. Coordinates scheduling of shared conference rooms overseen by the college, processes event requests, and manages submission of contracts and agreements to the General Counsel's office on behalf of the College. Conducts and/or oversees special projects, including compiling, evaluating, and analyzing data (such as salary counter offers) for the Dean as requested. Acquires background information, citations, and statistics to provide necessary documentation for reports. Prepares reports with short turn-around times. Takes initiative in dean's absence, or at his/her request, to initiate preliminary report responses. The Dean's office is responsible for major gift fund raising among the college's alumni, hospital clients, friends, as well as corporations and foundations throughout the United States; as such this individual must be capable of effectively communicating the college's overall expertise among these stakeholders. The individual must work very closely with the dean, associate deans, department chairs, directors and administrative assistants, as well as with the college's coordinators of Budget and Personnel. This person, in addition, is the liaison for the Dean's office to the President, Provost, Vice Presidents of both HSC and IFAS, Vice President for Governmental Affairs, Deans of both HSC and IFAS, and the Deans of the veterinary colleges throughout the US and Canada. This position routinely requires decisions to be made with limited supervision, interaction with a wide spectrum of personalities, supervision of staff and programs, preparation of reports, carrying out duties under pressure and with short deadlines, and review of university and college policies as needed. This position assists the Dean and Executive Associate Dean relative to various college issues that may pertain to hiring additional staff to budget needs on a routine basis. Prepares and administers annual operating budget of the Office of the Dean. Responsible for interpreting administrative and fiscal rules and policies and recommending new and/or updates needed to existing policies.Expected Salary: $69,000 - $75,000 / annuallyBachelors degree and three years of relevant experience; or an equivalent combination of education and experience.Knowledge of MS Office, WordPress, Adobe CS, UFGO. Ability to work in a highly confidential environment, able to handle multi-tasking in a fast paced atmosphere. The individual must be skillful and effective when collaborating with administrators, faculty, students, and staff. Must have excellent writing and verbal skills. Must possess a high level of professionalism at all times. Ability to establish and maintain good working relationships with others.