College of Dentistry 1395 Center Drive

PO Box 100405

Gainesville, FL 32610-0405

352-273-5800

352-392-3070 Fax

Assistant Director, Education/Training Programs

Continuing Education

Requisition #495261

Executive Assistant

  • Conserves assistant dean's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintains assistant dean's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Represents the assistant dean by attending meetings in the executive's absence; speaking for the executive.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Completes projects by assigning work to clerical staff; following up on results.
  • Prepares reports by collecting and analyzing information.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contributes to team effort by accomplishing related results as needed.

Public Relations and Marketing

  • Develop and maintain liaisons with national, state and local dental associations for the purpose of identifying and promoting continuing dental education needs.
  • Develop and maintain mutually beneficial relationships with other dental schools through the Association of Continuing Dental Education and with other units within the University of Florida College of Dentistry to maintain and enhance the overall image and quality of CDE.
  • Develop and maintain working relationships with speakers and corporate sponsors for the continuous growth and improvement of CDE.
  • Prepare and monitor the unit's marketing budget and expenses.
  • Analyze data pertaining to course registration patterns in order to optimize marketing expenditures.
  • Maintain and maximize up-to-date mail and email lists.
  • Perform brochure design, writing and editing of all promotional copy, selection of graphic designers and printers.
  • Manage the production and distribution of the annual course guide, calendar, marketing postcards, letters, brochures and email blasts.
  • Supervise the maintenance, redesign and optimization of the CDE website.
  • Responsible for maintaining systems to comply with ADA CERP (American Dental Association Continuing Education Recognized Provider) Standard XI, Publicity.

Accounting

  • Prepare and monitor projected Fiscal Year unit budget for approval by the CDE Asst. Dean and the Office of Distance & Continuing Education (DCE) Director.
  • Prepare course budgets for approval by the CDE Asst. Dean and Department Chairs.
  • Interface with the DCE and UFCD accounting offices by maintaining records of revenue and expenses by program.
  • Approve vendor invoices for the fiscal assistant to prepare documentation for payment through the University Disbursement office.
  • Supervise staff to: Maintain proper encumbrance amounts for all vendor blankets; Prepare travel reimbursements for UF faculty, staff and outside speakers; Make timely payments and travel reimbursement for all UF faculty, staff and outside speakers for course participation; Process deposits through the accounts receivable system.
  • Provide information to Inspector General's Office as requested and implement policies and procedures to meet new requirements.

Course Administration

  • Direct staff activities and set priorities for staff concerning course administration/production.
  • Negotiate with hotels and conference centers to set up contracts for courses or delegate to program assistant.
  • Perform site visits as necessary to insure proper selection of course venues.
  • Supervise staff to maintain compliance with ADA CERP Standard IX Administration regarding maintenance of course, student and faculty records.

Course Development

  • Recommend new courses based on analysis of needs assessment, evaluation and survey instruments.
  • Work with faculty on development of new courses and the optimization of existing courses.
  • Ensure the quality of courses by assisting faculty with recommendations on course content, development, and the creation of handout materials.
  • Provide advice and counsel on matters of adult education and methodology concerning design and course content.
  • Attend UF CDE courses both on campus and off-site to assess quality and standards.
  • Evaluate program needs, investigate new program areas, supervise and evaluate ongoing programs.
  • Consult with faculty after the presentation of courses as needed to evaluate and implement course critiques.

Policies & Procedures

  • Make decisions concerning the daily office operations: direction of staff activities, scheduling of staff participation in course oversight, and approval of budget for course refreshments, and meals. Interpret, implement and make recommendations for policies developed by the Asst. Dean.
  • Responsible for day-to-day compliance with ADA CERP standards and completing ADA CERP renewal application.

Staff Supervisor

  • Responsible for overall day-to-day operations of office, including supervising three full- time and four student assistants.
  • Responsibilities include meeting with each staff person individually as needed to coordinate duties, oversee work, handle issues, etc.
  • In addition, meet weekly with Assistant Dean and staff for direction and communication and monthly with the entire team to plan, coordinate and execute approximately130 programs per year.
  • Verify annual training for all staff, perform annual staff appraisals and counsel individuals as needed.

Minimum Requirements:

Master's degree in an appropriate area and two years of relevant experience; or a bachelor's degree in an appropriate area and four years of relevant experience.

Preferred Qualifications:

•LERN (Learning Resources Network) Certified Program Planner (CPP)/ Online Program Management Institute

•LERN (Learning Resources Network) Certified eMarketing Professional (CeP) / Online eMarketing Institute

Required Experience – Event planning, personnel management, marketing, accounting, excellent writing ability, strong oral communication skills, discretionary capabilities in dealing with faculty and negotiations with vendors. A knowledge of various computer based software is necessary, i.e. Microsoft Office Suite, WordPress, Outlook.

Preferred Experience- Some knowledge of graphic design and desktop publishing is helpful. Knowledge of and experience in dental profession. A knowledge of various computer based software is necessary, i.e. XMS Registration System, FMS Fiscal System, Google adwords, MailChimp (Online email marketing solution),etc.

The Foundation for The Gator Nation

An Equal Opportunity Institution