dLOC Program Assistant @ UF Libraries


The Program Assistant is a time-limited TEAMS position funded by an Andrew W. Mellon Foundation Grant titled “Revitalizing the Digital Library of the Caribbean”. This international project will build and sustain the Digital Library of the Caribbean (dLOC) by reinforcing and strengthening the organization and its collections to allow dLOC’s community to flourish in the years to come. The position will span the first 3 years of this 4-year project. Reporting to the Head of Business Services, in close collaboration with co-PI and the PI, the dLOC Program Assistant will provide support for coordinating communication with all Partners and participants regarding work activities, Partner activities, Intensives, and other related work. The Assistant will also manage all payments to Partners, consultants, Editors, and Advisory Board members, as well as support payment and other processing for travel and services.

Project Description:


By intentionally collaborating with Partners to address unmet needs, “Revitalizing the Digital Library of the Caribbean” will directly invest in the Caribbean institutions and people who comprise the dLOC network. The project will scaffold programmatic supports for executing core activities such as digitization and preservation workflows, copyright, and the ethical reuse of dLOC collections in teaching and research. Specifically, this project will:

  • Revitalize engagement with existing Partners (77) and Associate Partners (30+);
  • Enable higher levels of sustained community and collections growth with new and existing Partners;
  • Establish the dLOC Rights Advisory Network;
  • Create foundational organizational development handbooks for Partner institution personnel based on individual Partner needs and addressing the specific lack of infrastructure realities of the Caribbean; and,
  • Enrich dLOC-based teaching resources for higher education purposes.


To support all students, staff and faculty, and foster excellence in a diverse and collaborative society, the George A. Smathers Libraries are actively seeking candidates who bring culturally-rich lived experiences to work with individuals of diverse backgrounds, experiences, races, ethnicities, genders, sexual orientation, and perspectives.



Project Coordination

Coordinating communication with all Partners and participants regarding work activities, Partner activities, Intensives, and other related work. Collaborates with the Principal Investigator to create progress reports. Maintains a comprehensive contact list of grant team members, and grant participants and stakeholders. Assists in distributing project communications and responding to queries from participants, including recruitment activities and pre-meeting details. Communicates regularly with participants via email, phone, WhatsApp, MS Teams, and/or other communication methods. Helps develop, distribute and manage materials such as slides and handouts.


Payment Processing

Manages all payments to Partners, consultants, Editors, and Advisory Board members. Dozens of stipends/honoraria will be processed in the course of this grant. The majority of these will be to project participants (individuals and institutions) outside of the United States and with no prior financial affiliation with the University of Florida. These will be complicated transactions requiring expertise in UF enterprise systems, policies and procedures and excellent customer service as project participants work to compile and submit the required documentation and information. In this role, the Program Assistant will serve as a critical liaison and serve an integral role in ensuring the success of the grant and improving participant experiences. Complete all aspects of honoraria or stipend payments in MyUF Marketplace or through HR Payroll while conforming to UF Disbursements and Payroll  directives and processes. Some duties include but not limited to:

  • Supplier setups in UF’s Supplier Portal
  • Assist and liaison with Libraries Human Resources to pay UF Employees via HR600’s
  • Prepare and upload transaction support in OnBase System
  • Monitor transactions through final payment and update participants
  • Contacts , resolves and responds inquiries on payment issues or discrepancies


Travel Assistance

Support payment and other processing for travel and services. The Project Assistant will assist with travel payments, including some reimbursements, for project participants – UF affiliates and others. The travel will mainly be international. These transactions requiring expertise in UF enterprise systems, policies and procedures and excellent customer service as project participants work to compile and submit the required documentation and information.  Complete all aspects of travel while conforming to UF Travel, PCARD,  Tax Services  directives and processes. Some duties include but not limited to:

  • Setup  of international suppliers and non- employees in UF Systems with UF Tax Services
  • Reserving and purchasing airline tickets and lodging with UF  PCARD
  • Process travel authorization and  expense reports
  • Prepare and upload transaction support in OnBase System
  • Obtain electronic certification of all travel related transactions
  • Request data from participants that are non-affiliated to issue a  UFID
  • Organize and maintain reports for tracking transactions
  • Obtain and secure personal data in accordance with UF Privacy policies


Budget Assistance

Assists with monitoring grant budget and provides reporting on expenditures for co-PI’s and PI.


Other Duties

Other Duties as assigned, including special projects and professional development opportunities as needed to maintain required skills, knowledge and abilities.

Though focused on a discrete project, and an essential contributor to the project team, this position is part of the Business Services staff.  Duties for this position include participation in Business Services department activities and work, including recurring meetings.



We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.



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



  • Successful customer service experience
  • Familiarity with UF enterprise systems, such as PeopleSoft, or other enterprise level accounting systems
  • Familiarity with UF procurement, honorarium, and travel processes and policies
  • Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives
  • Strong oral and written communication skills
  • Ability to work both independently and collaboratively to accomplish goals
  • Flexibility and ability to adapt and work in a rapidly changing academic environment
  • Proficiency with WordPress, Microsoft suite, and Outlook
  • Fluency in Spanish and/or French and/or Hattian Creole
  • Interest in the cultural heritage of the circum-Caribbean and the role of research libraries in supporting related communities and stakeholders



The George A. Smathers Libraries Business Services Office mission is to support the operations of the various library units, departments and programs and to ensure effective interaction with various UF financial offices and officials by providing timely and accurate business information and advice that enhances decision making by those in leadership positions throughout the Libraries. Business Services operations are designed to provide high-level customer service, to ensure stewardship of library assets, and to leverage library resources to the best possible outcome for library patrons by increasing the transparency and general understanding of the source and availability of the Libraries’ financial resources and how they are used and managed through a variety of regular financial reports available on the Business Services website



The libraries at the University of Florida form the largest academic information resource system in the state of Florida with seven libraries and two off-campus facilities. The George A. Smathers Libraries are comprised of six of the campus libraries, and the off-site facilities. In addition to this system, the Lawton Chiles Legal Information Center is part of the Levin College of Law. The Libraries hold over 6.27 million print volumes, 1.5 million e-books, 145,000 full-text electronic journals, over 1000 electronic databases, 1.3 million documents, over 15 million digitized pages from the Libraries’ collections and 1.4 million maps and images. Distinctive holdings include the Isser and Rae Price Library of Judaica, Latin American and Caribbean Collection, Baldwin Library of Historical Children’s Literature and the P.K. Yonge Library of Florida History. The Libraries maintain partnerships and engages in a variety of collaborative, international projects while engaging with the UF community. We are a member of the Association of Research Libraries (ARL) and other regional library consortia.


The library staff consists of more than 300 FTE librarians, technical/clerical staff and student assistants. The George A. Smathers Libraries are strong advocates for inclusion and intellectual freedom. The Libraries’ commitment to both is articulated in the Inclusion and Intellectual Freedom Statements. The Smathers Libraries will foster and maintain a culture that supports DEI, as values are foundational and permeates all aspects of our organization per Strategic Directions 4: Diversity, Equity, and Inclusion. Support for professional development is central to the Smathers Libraries.  Supports include a formal mentoring program, a robust training program, release time for research and professional service, a comprehensive grants program, and funding for professional development travel.



The University of Florida (UF) is the state of Florida’s preeminent university. The state’s oldest and most comprehensive university, UF is among the nation’s most academically diverse public universities and won the 2018 Senator Paul Simon Award for Comprehensive Internationalization. UF is currently fifth among “Top Public Universities” in the U.S. News and World Report and second among Forbes “Best Value Public Colleges (2016). UF has a long history of established programs in international education, research, and service. It is one of only 17 public, land-grant universities that belong to the Association of American Universities. At UF we have some of the top faculty in the country. In addition to attracting over $900 million in research each year, they foster the uniquely collaborative environment that transforms potential into actual results. UF traces its beginnings to a small seminary in 1853 and is now one of the largest universities in the nation, with more than 50,000 students. The University of Florida seeks to address key challenges of our time, from COVID-19 to racism. Stronger Together: Promoting Racial Justice through Awareness and Action provides UF faculty and staff with a series of educational offerings to help them better understand and address racism and bias and help promote racial justice at the individual, institutional, and systemic levels.  For more information, please consult the UF homepage and the Office of the Chief Diversity Officer website.



University benefits for this position include retirement plan options, insurance benefits, paid family leave (parental and medical), tuition fee waiver program, and employee assistance program, as well as paid time off and holidays. Gainesville, Florida, has no state or local income tax. The University of Florida provides ongoing guidelines and resources related to COVID-19, including free testing on campus.



The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information, and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. We are dedicated to the goal of building a broadly diverse and inclusive faculty and staff within a culturally diverse and pluralistic environment; we invite all qualified applicants including women, members of underrepresented groups, individuals with disabilities, and veterans. The University of Florida is a public institution and subject to all requirement under the Florida Sunshine and Public Records laws.


If an accommodation due to a hearing or speech disability is needed to apply for this position, please call 352-392-2477 University of Florida Human Resources or the Florida Relay System at 800-955-8771 (TDD).



Gainesville and the surrounding community are home to approximately 257,000 people and both the University of Florida and Santa Fe College. The city is surrounded by more than 40 nature parks, including many spring-fed lakes and rivers, with many paved and unpaved trails for recreation. The city is just over an hour from the Gulf of Mexico and the Atlantic Ocean. Gainesville is an award winning and innovative city, friendly to both professionals and families. The Guide to Greater Gainesville combines award winning photography and compelling articles that capture all the reasons for calling Gainesville your next home. The City of Gainesville is a progressive municipality that seeks to promote racial equity. The area has numerous cultural institutions and is a haven for sports fans. Jacksonville, Orlando, Tampa, Tallahassee, and St. Augustine are all within a two-hour drive.


                                APPLICATION PROCESS

To apply, submit

  • a cover letter detailing your interest in, and qualifications for this position
  • your current resume or CV
  • a list of three references including their contact information (telephone number and email address)


Apply by May 9, 2022 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system at Job Number 521234. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at tlitchfield@uflib.ufl.edu.