24010000 – LW-DEANS OFFICE

University of Florida

Classification Title:

Administrative Spec II

Job Description:

Works with Chief of Staff to provide advanced administrative support to the Dean.  Coordinates all aspects of the Dean’s calendar, including calls and meetings with College of Law leadership team members and faculty, University leaders, alumni, legal employers, judges, deans of other law schools, and other stakeholders and determines priorities for independent scheduling of meetings and appointments.  Prepares drafts of correspondence, presentations and other materials for the Dean.  Makes travel arrangements for Dean’s meetings outside of Gainesville and processes the expenses for such travel.  Ensures that Dean has proper materials for all meetings and travel.  Coordinates follow-up tasks from meetings and travel. Assists with the preparation and review of written reports, publications, and other documents. Collects information, conducts research, and prepares materials for use in discussions and meetings, and for decision-making purposes. Maintains electronic files related to meetings and travel, particularly for activities that occur on an annual or other regular basis. 

Works with Chief of Staff and Strategic Academic Programs Manager to design and implement activities of strategic importance to the College of Law.  Such implementation will include managing visits from prospective faculty and academic guests.  Receives, interprets, organizes, and maintains confidential information associated with reporting required by the American Bar Association, Florida Board of Governors, and U.S. News.  Assists with administrative tasks related to the faculty, including faculty reports and stipend requests; faculty votes, and faculty promotions; and faculty meetings.   Prepares documents, correspondence, spreadsheets, and reports in direct support of the Chief of Staff and Strategic Academic Programs Manager.  Acts on behalf of the Chief of Staff and the Academic Programs Manager with delegated authority. 

Serves as the public contact for the Dean’s Office, greeting visitors and answering inquiries by e-mail, mail, telephone, and in person. Uses initiative and judgment to assist with requests for information in the dean’s absence. Manages scheduling for Dean’s Suite conference rooms. Communicates information about College of Law policies to faculty and staff and answers questions regarding policies and procedures.  Refers students to Office of Student Affairs. 

The Levin College of Law is rapidly changing and evolving.  All staff members are expected to assist with other duties as needed, including duties throughout the entire law school campus.  Assists with budgets, and fiscal processing as delegated by the Chief of Staff. 

Expected Salary:

$55,000 annually or commensurate with experience

Minimum Requirements:

Bachelor’s degree and two years of appropriate experience or an equivalent combination of education and experience. 

Preferred Qualifications:

The ideal candidate will possess superior organizational skills; experience using Microsoft Office Outlook, Word, Excel, and Teams; experience using Zoom, Canvas, and Google Forms; experience using UF Travel and PCard systems; ability to learn new systems and applications quickly; excellent attention to detail, professionalism, and dependability; ability to multitask and meet deadlines; ability to exercise good judgement and think outside the box; effective communication skills, both verbal and written; integrity and the ability to maintain confidentiality.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of two professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No


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