This position requires a high level of responsibility, discretion, and proficiency while performing moderately complex administrative functions. The incumbent is expected to work independently with minimal supervision, be proactive with assignments, have attention to detail, and demonstrate professionalism while representing the Department of Electrical and Computer Engineering (ECE). The position reports directly to the ECE Office Manager and is responsible for direct support of the ECE Department Chair.
-Administrative Support for the Department Chair
• Maintain confidential and sensitive information.
• Manage the Chair’s calendar, including the coordination and scheduling of meetings with Deans, faculty, staff, students, visitors, alumni, and industries; adapting to different work and communication styles optimizing the efficiency of coordination and scheduling on behalf of the Chair.
• Write/edit correspondence; act as liaison within the Department/College/University; screen calls; manage and organize paper and electronic files, databases; take faculty meetings minutes and submit to the Chair for review/approval; and distribute/collect correspondence, reports, and other information from faculty, staff, and students as requested by the Chair.
• Analyze and present clear and actionable data for the Chair and Associate Chairs.
• Assist the Chair in managing the faculty evaluation process and ensure that it meets the requirements of the UFF Collective Bargaining Agreement/University of Florida regulations including compilation, proofing, review and distribution of the letters from the department chair to faculty and ensuring the letters are signed, returned and filed in personnel files.
• Collect and compile important information for faculty development programs, sabbatical applications and reports, and Sustained Performance Evaluations (SPE).
• Assist the Chair with ad hoc projects.
-Administrative Support for Front Office
• Maintain a good first impression including excellent customer service and telephone etiquette when assisting visitors, alumni, students, parents, faculty, staff, and other individuals who come through the main office/reception area of the ECE department, either in person or by phone.
• Maintain the Department’s confidential administrative files with discretion.
• Perform front office clerical and reception tasks in the absence of the Front Desk Staff such as greeting visitors, answering multiple phone lines, maintaining room calendars, purchasing supplies and assisting with copies, scanning, faxing, etc.
• Assist with miscellaneous duties as needed to provide for the overall function of the department, including serving as backup to other administrative support staff.
-Administrative Support for Faculty
• Provide administrative support to faculty in times of high volume and/or in the absence of other staff members.
• Act as liaison between faculty members and Department Chair.
• Maintain confidential documents and information received from faculty and other parties.
-Coordination and Planning for Departmental Functions, Events, Visitors
• Responsible for planning, coordinating, and overseeing formal and informal departmental events and functions, including but not limited to, establishing time and location, arranging catering services, announcing events, keeping track of participants, and setting up multi-media equipment.
• Assist in preparing presentations for faculty meeting and other speaking engagements and events.
• Plan and attend annual faculty retreat, External Advisory Board meeting, ABET accreditation and any other departmental functions.
• Coordinate visits for department visitors and faculty candidates, including but not limited to: coordinating calendars, preparing agendas, travel arrangements, ordering food, scheduling venues, and disseminating announcements via various platforms.
-Other duties as assigned.