Administrative Assistant II

Administrative Assistant

The School of Art & Art History in the College of the Arts seeks an Administrative Assistant to join our team of 9 staff and 38 faculty members. Your role will be to provide critical support to School faculty, staff, and leadership and work closely with the College’s business and human resources offices.  You would be responsible for making sure the School administrative offices were open, closed and staffed during normal business hours, ensuring efficiency and effectiveness in general office administrative functions. Your role would also be responsible for managing the School’s public relations materials, including managing the School’s social media accounts, producing weekly newsletters, and updating web content. Alongside these responsibilities, you would be the primary administrative liaison for initiating personnel transactions, supporting faculty and staff search committee administrative needs, coordinating travel, and managing all of the School’s shipping and receiving needs.  If you have administrative office experience, especially in higher education, government or non-profit organizations and you possess strong organizational skills, and a desire to grow professionally in a critical administrative role this position is a wonderful opportunity for you.

The University of Florida College of the Arts intends to be a transformative community, responding to and generating foundational shifts in the arts and beyond.  As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. We seek a colleague who engages with openness and enthusiasm for the work and the mission of the college. We seek a colleague who possesses skills in designing and facilitating work that advances curiosity, inclusion, open intellectual discourse, and the well-being of all in an environment of complex diversity. We seek a colleague who identifies as a trusted steward of resources, balancing institutional requirements and the demand for innovative solutions.

Duties and Responsibilities:

• Public Relations and Communications:
• Manage SAAH public relations materials, including updating the main website, handling SAAH participation in COTA and UF web site redevelopment, and managing social media accounts.
• Produce the weekly SAAH newsletter and coordinate Mailchimp posts for events and announcements.
• Update/create posters using established templates for events.
• Handle announcements on digital display boards in FAC and FAD.
• Coordinate with the Administrative Specialist III and/or faculty for ad hoc design projects.
• Personnel and Travel Administration:
• Initiate, review, and input personnel action initiation forms for unit hires, job changes, etc.
• Enter Travel Authorizations and handle the travel needs for SAAH.
• Make purchases for faculty and staff as needed.
• Office Management and Support:
• Maintain regular office hours and fulfill the role of the front desk support for the SAAH main administrative office.
• Oversee office supply inventory, orders, and organization.
• Manage copier/printer issues and conference room reservations.
• Assist faculty and staff with shipping and receiving needs.
• Monitor certain SAAH online forms.
• Faculty and Staff Search Coordination:
• Serve as the primary administrative contact for faculty and staff searches.
• Manage all aspects of SAAH faculty and staff searches, including search budget, job postings, room coordination, technology needs, itineraries, and travel arrangements for candidates.
• Additional Responsibilities:
• Assist the Administrative Specialist III with various tasks, serving as backup for budget and finance responsibilities.
• Co-supervise graduate assistants assigned to the SAAH office.
• Manage requests and budgets for classroom guest lecturers as part of the Visiting Artists and Designer Series (VADS).

$38, 000 – $41,000 with a comprehensive and highly competitive leave and benefits package*

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications in order of importance:

• Office experience in higher education.
• Social media content management experience.
• Website content updating experience.
• Experience with or desire to learn budget/finance administration.
• Experience with MailChimp or similar platforms.
• Bachelor’s degree

Location and Schedule:
Normal working hours are Monday through Friday 8am – 5pm with an hour lunch. This position is expected to perform their duties on the UF main campus in Gainesville, Florida.
 

Application Deadline: All application documents must be submitted by March 24, 2024.  

Application Process: Applications must be submitted via the University of Florida’s online application system. Online applications must include the following: (1) a detailed letter of application that explains how you match the particular qualifications of this position and how your work and perspective will contribute to and enhance our transformative community; (2) a resume; (3) A PDF of works samples relevant to the position such as your work with social media and any website content experience; and (4) names and contact information of three professional references.
The Search Committee may request more materials later, including obtaining UF Engaged and/or other personnel files from UFHR for current or previous UF employees. 

Inquiries may be sent to:
Dianne Caple
Administrative Assistant III & Chair, Administrative Assistant II Search
[email protected]

The selected candidate will be required to provide an official transcript to the hiring department upon hire. A transcript will not be considered “official” if a designation of “Issued to Student” is visible. Degrees earned from an educational institution outside of the United States are required to be evaluated by a professional credentialing service provider approved by National Association of Credential Evaluation Services (NACES).

If an accommodation due to a disability is needed to apply for this position, please call +1 (352) 392- 2477or the Florida Relay System at +1 (800) 955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida’s Sunshine Law.

*In addition to salary, the University of Florida (UF) offers low cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you with the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period. Build a retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans. UF Employees are also eligible for the GatorPerks discount program , which provides big savings at various business and retailers!

 Explore UF’s plethora of benefit options here: TEAMS Benefits