Administrative Spec III

University Of Florida; Gainesville (FL); On-site; USD 61,000 - 65,000; Full time

Job summary

The Administrative Specialist III to the Associate Provost and Director of the Office of Institutional Planning and Research (OIPR) provides high-level administrative and operational support in a fast-paced university environment.

The position serves as a key point of coordination for the Associate Provost and Director and works independently with university leaders, faculty, staff, and external agencies to facilitate data requests, reporting, surveys, financial and administrative processes, and

Qualifications

• Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.
• Annual FERPA Certification
• Experience with IPEDS, Board of Governors (BOG), or AAUDE reporting
• Experience with University of Florida policies and procedures
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint) and tools like Microsoft Planner
• Ability to manage competing priorities and meet frequent deadlines
• Experience handling sensitive or confidential information and exercising sound judgment

Responsibilities

• Provide high-level administrative support, including calendar management, meeting coordination, travel arrangements, and expense reimbursement.
• Coordinate and track data requests from internal and external sources, ensuring timely responses.
• Maintain electronic tracking systems and archive records for data requests and reports.
• Prepare and submit annual Board of Governors reports and other institutional documents.
• Coordinate university-wide and national surveys and collect information from campus contacts.
• Support OIPR budget administration, monthly reconciliations, purchasing, and travel-related financial processes.
• Communicate financial, HR, hiring, posting, and role-related requests to appropriate offices.
• Develop workflow tracking systems and SOPs to improve OIPR operations.
• Serve as initial contact for OIPR inquiries and manage sensitive information with discretion.
• Perform other duties as assigned by the Associate Provost and Director.

Skills

Calendar management

Travel arrangements

Budget administration

Data coordination

Confidential information handling

Communication

Education

Bachelor's degree

Tools

PeopleSoft

Excel

PowerPoint

Planner

Job description

Job no: 541236
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 02050000 - PV-INSTITUTIONAL RESEARCH

Classification Title:

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

Job Description:

The Administrative Specialist III to the Associate Provost and Director of the Office of Institutional Planning and Research (OIPR) provides high-level administrative and operational support in a fast-paced university environment. The position serves as a key point of coordination for the Associate Provost and Director and works independently with university leaders, faculty, staff, and external agencies to facilitate data requests, reporting, surveys, financial and administrative processes, and office operations.

Key Responsibilities:

• Provide high-level administrative support, including complex calendar management, meeting coordination, travel arrangements, and expense reimbursement.
• Coordinate and track university, state, federal, and national data requests, ensuring assignments are appropriately routed and responses are accurate and submitted by established deadlines.
• Maintain electronic tracking systems and historical records for data requests and prepare status reports and work summaries as needed.
• Coordinate the preparation and submission of annual Board of Governors reports and other institutional reports.
• Coordinate university-wide and national surveys, including gathering information from campus contacts and ensuring timely and accurate submissions.
• Support the collection and compilation of national quality and benchmarking information for Academic Affairs program reviews.
• Assist with OIPR budget administration, monthly reconciliations, purchasing, subscriptions, supplies, equipment, purchasing card transactions, and travel-related financial processes.
• Communicate financial, human resources, hiring, posting, and role-related requests to appropriate University and Provost Business Office contacts.
• Develop and maintain workflow tracking systems, project management tools, and standard operating procedures to support efficient OIPR operations.
• Serve as an initial point of contact for OIPR and appropriately direct inquiries, requests for information, and appointment requests.
• Maintain office records and electronic files and coordinate archiving as appropriate.
• Handle sensitive and confidential information with discretion and exercise sound judgment when responding to inquiries and requests.
• Perform other duties and special projects as assigned by the Associate Provost and Director.

$61,000 - $65,000 annually; commensurate with education and experience.

Required Qualifications:

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

Annual FERPA Certification

Preferred:

• Experience providing high-level administrative support in a complex higher education or organizational environment.
• Experience coordinating university-wide, state, federal, or national data requests, reports, or surveys.
• Experience working with institutional research, higher education data, or reporting systems such as IPEDS, Board of Governors (BOG), or AAUDE.
• Experience with University of Florida policies and procedures
• Experience using PeopleSoft.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, as well as modern collaboration and project management tools such as Microsoft Planner.
• Demonstrated ability to manage competing priorities, meet frequent deadlines, and work independently with minimal supervision.
• Experience handling sensitive or confidential information and exercising sound judgment and discretion.

Health Assessment Required:

Health Assessment Required: No

Advertised: 08 Sep 2026 Eastern Daylight Time
Applications close: 22 Sep 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.