Administrative Spec II

University Of Florida; Gainesville (FL); On-site; USD 53,000 - 56,000; Full time

Job summary

University of Florida is seeking an Administrative Specialist II to support administrative and operational functions within a student support office. The role serves as a liaison, ensuring efficiency, compliance, and strong administrative backing for the Director and department.

The position oversees staff, coordinates federal grant activities, and maintains budget oversight while upholding FERPA privacy and safety standards.

Qualifications

• Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
• Experience supporting federal grant pre- and post-award processes preferred.
• Demonstrated experience supervising student employees/staff or administrative support personnel in a higher education setting.

Responsibilities

• Direct, train, and schedule undergraduate student assistants and desk personnel.
• Coordinate pre- and post-award federal grant activities and monitor grant expenditures.
• Ensure compliance with FERPA and privacy/safety rules; act as Building Emergency Coordinator.
• Liaise with central Unit Administrative team and assist with budget monitoring.
• Provide administrative support to the OAS Director and manage data reporting.

Skills

Staff supervision

Budget monitoring

Regulatory compliance

FERPA compliance

Administrative support

Education

Bachelor's degree

Tools

myUFL

myUF Marketplace

UFGO

UFirst

Enterprise Analytics

Salesforce

Canva

Google Docs

Sheets

Microsoft Excel

Word

PowerPoint

Microsoft Teams

Job description

Classification Title:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

The Administrative Specialist II supports the administrative and operational functions in a student support office environment. Serving as a liaison, the position ensures operational efficiency, regulatory compliance, and administrative support for the Director and department.

Key Responsibilities Include:

• Supervision & Staff Leadership: Direct, train, and schedule undergraduate student assistants and student desk personnel; evaluate performance and manage daily front-office customer service and lobby management workflows.
• Federal Grant Activities: Coordinate pre- and post-award federal grant activities, monitor sponsored research funding, track grant deliverables and expenditure compliance, and review budget reconciliation for accuracy.
• Compliance, Safety & HR Initiatives: Oversee unit compliance with University, state, and federal privacy/security rules (including FERPA); act as the Building Emergency Coordinator; compiles information for submission the Provost Business Office for processing/approvals.
• Central Unit Collaboration & Fiscal Oversight: Serve as primary operational liaison to the central Unit Administrative team (Provost Business Office); compiles information in UFGO for approval and vendor purchases, and supports monthly departmental budget monitoring.
• Departmental Operations & Executive Support: Provide administrative support to the OAS Director, maintain operational procedure manuals, oversee data reporting (Enterprise Analytics), and manage special administrative projects.

$53,000 - $56,000 annually; commensurate with education and experience.

Required Qualifications:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred:

• Prior experience supporting federal grant pre- and post-award processes and monitoring sponsored research accounts.
• Demonstrated experience supervising student employees/staff or administrative support personnel in a higher education setting.
• Strong working knowledge of University of Florida administrative systems, including myUFL, myUF Marketplace, UFGO, UFirst, Enterprise Analytics, and Salesforce software.
• Familiarity with FERPA regulations, and workplace safety compliance standards.
• Strong proficiency in desktop productivity, collaboration, and visual design tools, specifically Canva, Google Docs and Sheets, Microsoft Excel, Word, PowerPoint, and Microsoft Teams.
• Professional written and oral communication skills, with demonstrated ability to articulate complex policies, prepare analytical reports, and communicate effectively with university stakeholders.
• Proven ability to exercise independent judgment, manage multiple priorities, and work/collaborate effectively with central administrative business units.

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

Health Assessment Required:

Health Assessment Required: No

Advertised: 29 Sep 2026 Eastern Daylight Time
Applications close: 13 Oct 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.