| Job Description: |
About the Heavener School of Business:
One of the nation’s top-ranked undergraduate public business schools, the Heavener School of Business offers bachelor’s degrees in Finance, General Studies, Information Systems, Management, and Marketing to more than 4,500 students. The four pillars that drive the Heavener School of Business are Academics, Career Development, International Studies, and Leadership. With this foundation, Heavener graduates are prepared to build exceptional careers and lead lives of purpose.
About the University of Florida:
The University of Florida is a major research institution that is leading the way by harnessing the power of artificial intelligence (AI), leveraging the brightest minds, and educating the next generation of leaders to solve some of the world’s most formidable challenges. UF is ranked the #1 Public University by the Wall Street Journal and 6th of Public National Universities by U.S. News and World Report.
Key Functions and Responsibilities Include but are not limited to:
- Serve as the principal assistant to the Assistant Dean and Director, including managing calendar, assisting with meeting preparation and follow-up, including detailed reports.
- Responsible for day-to-day departmental administrative operations and ensures tasks are completed efficiently and ensures office meets administrative deadlines.
- Recommends and implements improvements to office administrative processes and policies.
- Ensures follow-up on requests for materials and serves as central information source.
- Responsible for regular maintenance of the Assistant Dean email account, forwarding inquiries and responses to the appropriate resources for response.
- Responsible for coordination of written contact, some of which may be confidential, between the Heavener School of Business and students, faculty, WCB administration, and alumni.
- Maintain confidential files and handle confidential correspondence such as letters of evaluation.
- Attend meetings with the director and prepare agendas and meeting materials. Advise the director on office and department activities and serve as the primary contact for departments needing to work with the dean. Works with the director to develop opportunities to engage the office that foster team building and collaborates with the event planner for said events.
- Serve as the main HSB scholarship coordinator, which includes disseminating marketing information, scholarship selection, serving as the liaison with Student Financial Affairs, monitoring and responding to scholarship emails, monthly meetings with the Warrington College of Business Development team, and supporting the Finance Manager in tracking new scholarship funds and reviewing fund balances for allocation.
- Responsible for reviewing the weekly gift reports for Heavener which include tracking and logging incoming/new funds, and generating donor thank you notes.
- Responsible for the student assistant and peer advisor hiring and termination process.
- Responsible for processing semesterly GEB 2015 and GEB 4941 and GEB 4930 instructor payment stipends.
- Assist with candidate interview logistics and needs.
- Support all new hire onboarding procedures and follow-ups (name tag, cards, phone, supplies, IT equipment and requests, security roles, etc).
- Manage and track all office equipment (PC’s, phone, laptop, tech equipment).
- Assist with office and space management.
- Serve as the backup manager for the Lenel monitoring system.
- Participate in WCB/HSB committees as requested.
Work Schedule:
- Monday to Friday, 8:00am to 5:00pm. Some flexibility in start and end times available.
Ready to Explore the Opportunity and Apply?
Employment benefits at the University of Florida include comprehensive health insurance benefits, retirement options, a generous paid leave plan, and an employee education program to support your professional development.
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| Preferred Qualifications: |
Bachelor’s degree and four years of relevant full-time professional experience.
Knowledge of administrative and office management principles and practices
Proficiency with computers and basic software applications (MS Outlook, Word, Excel, PowerPoint, TEAMS), Adobe Acrobat, Zoom, UF Concur
Strong planning, organization, and communication skills (verbal and written)
Ability to prepare, proof, and edit correspondence and administrative reports
Strong ability to plan, organize, and coordinate workflow in a timely and effective manner
Strong attention to prioritization, detail, and follow-up
Strong ability to show initiative and take on lead role for assigned projects
Understand and apply applicable rules, regulations, policies, and procedures and communicate same to others
Handle multiple projects or tasks simultaneously
Ability to work as part of a team in a multi-cultural environment
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| Special Instructions to Applicants: |
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For full consideration, submit your application by 04/06 at 11:59pm with the following required documents:
- Cover Letter
- Resume
- List of references for at least three (3) professional contacts including email and phone number
If an accommodation due to a disability is needed to apply for this position, please call (352) 392-4621 or the Florida Relay System at (800) 955-8771 (TDD).
The University of Florida is an Equal Opportunity Employer. The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information, and veteran status in all aspects of employment including recruitment, hiring, promotion, transfers, discipline, terminations, wage and salary administration, benefits, and training.
The University of Florida invites all qualified applicants, including minorities, women, veterans and individual with disabilities to apply. The University of Florida is a public institution and subject to all requirements under Florida Sunshine and Public Records laws. Searches are conducted in accordance with Florida's Sunshine Law.
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