Administrative Spec IApply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=532534&lJobSourceTypeID=796&sLanguage=en-us) Job no: 532534 Work type: Staff Full-Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible Department: 04030100 - SL-COUNSELING & WELLNESS CTR Classification Title:Administrative Specialist IJob Description:This highly responsible position will demonstrate proficiency in general and moderately complex administrative functions for the training program and training administration team at the CWC. This person works closely with the Associate Director for Training and all training administration team members to oversee workflow issues, which requires organization, program management, and the ability to maintain professional relationships with others.The position must provide a high level of customer service both in person and on the telephone to all students, clients, trainees, staff, faculty, and external interested parties. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed. Responsibilities are performed by anticipating needs and proactively providing support with minimal direction. This person's primary duties are to be spent on exercising discretion and independent judgment with respect to matters of significance to the training program.Must be skilled at listening, asking questions, problem solving, details, organization, initiative, anticipating program and staff needs, helping colleagues feel comfortable navigating complex administrative processes and having the ability to employ a proactive and thoughtful approach to the work.Manage daily operations and tasks related to Training Program for clinical and support staff for CWC:
Oversee training program daily operations to ensure program meets UF, CWC and any governing body requirements, including scheduling, monitoring progress and documenting training completion.
Determine and schedule training programs for new hires, employees with position changes or when there are changes in UF or CWC programs, regulations or expectations.
Assists with ensuring training compliance for CWC employees, including training renewal requirements; may run reports and track needed training, send needed training reminders, and document completions.
Gather and analyze data to assist with training program changes and to identify opportunities for program and process enhancements.
Compose policies and procedures for training program; communicate and disseminate.
Share information and provide guidance on training protocols and expectations; implement needed changes for compliance with regulations or protocols.
Maintain and Safeguard confidential information; develop and maintain an accurate and current recordkeeping system.
Serve as liaison between Training Coordinators and Directors; assisting Coordinators with ensuring program runs effectively and efficiently.
Assist with the development and monitoring of the budget for training program.
Gather information and prepare reports (which may include contacting various university, local, state and national agencies); share information with stakeholders.
Assist with coordinating searches and selection processes for trainee positions, including intern, practicum, advanced practicum, and postdoctoral positions, including communication with candidates, scheduling meetings, and creating itineraries.
Manage the trainee evaluation process and maintain trainee files.
Participate in Training Committee and other training related committees and initiatives
Coordinate Onboarding of Staff, Faculty, and Trainees:
Manage training-related onboarding tasks for each new hire, including coordination of presenters
Liaise with CWC Administrative Support staff and Student Life IT to onboard new hires and trainees
Create onboarding schedules; coordinate with other Center areas such as Clinical Services, Outreach and Consultation, Administrative Support, Crisis and Emergency Services, and others.
Manage VALT recording system access for trainees and supervisors, retention of video files, and file conversion
Troubleshoot onboarding issues as needed
Serve as Administrative Assistant to the Associate and Assistant Directors for Training:
Produce and distribute correspondence, including memos, letters, emails, surveys, and certificates of attendance on behalf of the training administration team.
Maintain and prioritize appointments for Associate Director’s calendar, and others, as needed.
Coordinate travel arrangements per Associate Director’s request.
Attend meetings for Director or Assistant Director to share and relay information.
Conduct and/or oversee special projects, including compiling, evaluating, and analyzing data.
Coordinate the planning and scheduling of events, gatherings, and meetings.
Provide administrative support for Continuing Education Program:
Assist with coordinating Continuing Education (CE) programs, including booking venues, advertisement/promotion, prepping materials, creating and sending surveys, preparing and disseminating certificates of attendance.
Communicate regularly with planners, participants, speakers, coordinators, venue, and other stakeholders.
Work with CE coordinator to ensure all necessary documents are filed with CE program
SUPERVISIONThis position is expected to work independently, under the direction of the Associate Director of Training, with verbal and written instructions given by various staff for special projects. Daily tasks and responsibilities are designated with the expectation that instructions are followed with minimal oversight.NORMAL WORK SCHEDULE8:00 am to 5:00 pm or 7:30 am to 4:30 pm; Mon – Fri.May require occasional modification of work schedule, local travel for errands and travel for staff events in the surrounding Gainesville area.Expected Salary:$23.00 - $23.95Minimum Requirements:Bachelor’s degree; or an equivalent combination of education and relevant experience. Preferred Qualifications:
Experience in positions that required exceptional organizational skills, accuracy, thoroughness, and attention to detail.
Ability to disseminate information to appropriate teams/groups effectively and efficiently.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams), Adobe, WordPress, DocuSign, UF GO, E-mail, and Search Engines (Google, Edge, etc.)
Ability to proactively learn new technology programs, such as Canvas, Qualtrics, TEAMS.
Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities, and short deadlines.
Ability to plan, organize, and coordinate work assignments and work processes independently and effectively.
Strong interpersonal skills, with ability to establish and maintain effective working relationships, handle stressful situations, and maintain professional, respectful, and supportive interactions.
Evidence of highly effective verbal and written communication skills.
Knowledge of administrative and office management principles and practices
Special Instructions to Applicants:Enter special instructions including types of documents to upload here. For example, "In order to be considered, you must upload your cover letter and resume." This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.Application must be submitted by 11:55 p.m. (ET) of the posting end date.Health Assessment Required:"No"Advertised: 30 Jul 2024 Eastern Daylight TimeApplications close: 16 Aug 2024 Eastern Daylight Time
