Admin Specialist I - IFAS/ABE

Inside Higher Ed; Gainesville (FL); On-site; USD 30,348 - 34,302; Full time

Job summary

A leading educational institution is seeking an Admin Specialist I to coordinate operations for the Department of Agricultural and Biological Engineering. The role requires strong organizational and communication skills, as you will manage a variety of tasks from scheduling to administrative support in a fast-paced environment. Candidates must hold a Bachelor's degree or equivalent experience, with an expected salary between $22.03 and $24.90 hourly based on qualifications and experience. Applications close on 19 March 2026.

Qualifications

• Bachelor's degree or an equivalent combination of education and appropriate experience.

Responsibilities

• Independently coordinate day-to-day operations of the department and maintain a professional environment.
• Perform administrative duties including maintaining the chairman's calendar and ordering office supplies.
• Responsible for semester course and room scheduling.
• Primary point of contact for all travel arrangements.
• Coordinates faculty retreats and department events.
• Serves as backup for HR Generalist and Academic Advisor.

Job description

Overview

Admin Specialist I - IFAS/ABE

Job No: 539092

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 60070000 - AG-AGRICUL - BIOLOGICAL ENG

Job Description

Classification Title: Administrative Spec I

Classification Minimum Requirements: Bachelor's degree or an equivalent combination of education and appropriate experience.

Responsibilities

• Independently coordinate day-to-day operations of the department and maintain a professional environment for the Department of Agricultural and Biological Engineering. Design and implement processes for the efficient functioning of the office. Manage the flow of all information in and out of the office, both paper and electronic information. Manage correspondence with faculty, students, and visiting scholars. Maintain department listservs for faculty, staff, and student employees. Send out routine communications and periodic reminders for payroll deadlines and office updates.
• Perform administrative duties, including maintaining the department chairman's calendar, ordering office supplies, processing Purchase Orders, Unencumbered invoices in UFMarketplace, UFIT forms, processing UFGO transactions according to university policies and procedures. Responsible for answering main telephone lines. Authorize Gator 1 cards for employees and visiting scholars.
• Responsible for semester course and room scheduling for the Department of Agricultural and Biological Engineering. Enter scholarship awards each semester for students. Responsible for arranging ABE student club events and awards. Will certifying course fees for students.
• Primary point of contact for all travel arrangements. Coordinates travel arrangements for the chairman and visitors, including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed. Create detailed itineraries for travel events with all relevant information and provides to faculty or staff prior to travel. Maintain required documentation and ensure compliance with UF financial procedures. Collaborate with the fiscal assistant for reconciliation.
• Coordinates faculty and teaching retreats, catering events, commencements, faculty candidate interviews, conference room reservations, and other departmental events. Coordinate the monthly faculty meetings and take meeting minutes. Collaborate with the fiscal assistant for reservations and purchasing.
• Serves as back up to Human Resources Generalist and Academic Advisor to provide coverage on an as-needed basis with various intermediate tasks from each of these functions to complete. Serves as back up time/labor approver.

Expected Salary

$22.03 - $24.90/hour commensurate with education and experience

Required Qualifications

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

Preferred

• Excellent organizational skills
• Ability to communicate clearly in writing and verbally
• Good interpersonal skills
• Manage high volume and work in a fast-paced research environment
• Detail oriented

Special Instructions to Applicants

This position is open to current UF employees only. Please attach cover letter and resume.

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

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 our Veteran's Preference Page for more specific information.

Health Assessment Required: No

Applications Close: 19 March 2026

To apply, visit https://explore.jobs.ufl.edu/en-us/job/539092

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.