JOB DESCRIPTION:
General Office Support:

Assist the Director of Operations, HR and Fiscal managers, and the HR specialists in the main office. Provide parents, students, and faculty with directions, schedules, advising information, etc., as needed. Responsible for monitoring HR email box, voicemail box, and USPS mail.

Maintain accurate records of teaching assignments and prepare, process, and finalize course evaluations for faculty and graduate assistants who are teaching courses each semester. Responsible for the input of final graduate assistant evaluation data into the UF Graduate Letters of Appointment system. Responsible for the collection and composition of the annual “Graduate Teaching Assistant Evaluation Report”.

Process and maintain volunteer and affiliate appointments for the department. Compile necessary paperwork from division assistant and visitor, enter POI ePAF, and process exit paperwork.

Assist the Associate Chair and provide backup assistance to the department Chair's office, as needed.

Maintain supplies for the departments’ large copier machines and local office machines, i.e. fax machine, paper shredder, etc. Issue paper to all areas of the department, as requested - this requires working knowledge of the department’s needs to maintain proper quantities of paper and supplies. Maintain current contact information with copier companies for service and supplies. Responsible for unpacking and stocking paper orders and supplies. The individual will be handling paper weighing ~60 lbs a case/ ~ 5.5 lbs a ream.

Responsible for establishing and maintaining employee files.

Serves as backup to Chair’s office for processing all special room reservations for the department via the Registrar’s Office website. These requests come throughout the semester with most requests coming from faculty requesting a room for review sessions, seminars, exams, etc.

Academic Support:

Responsible for recording individual studies and special courses grades online each semester for CHM4910 and CHM4940.

Responsible for the semester Annual Activity Report (AAR) online report. Calculate headcount and base count of courses and report workload.

Assist HR Manager with entering and tracking Faculty Assignment Reports every semester.

Prepare and process textbook orders for the department. Check with the faculty to obtain their textbook choice and enter that information online to complete the order. Work with the bookstore staff, publishing companies, and the faculty on complementary desk copies, special orders, updates, and resolving any order problems that may occur.

Serves as department notary.