Administrative Spec III

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

Job summary

University of Florida, Main Campus in Gainesville, seeks an Administrative Spec III to provide high-level administrative support to the Associate Provost and Director of the Office of Institutional Planning and Research (OIPR). The role manages calendars, coordinates meetings, arranges travel, handles expenses, and facilitates data requests and reporting in a fast-paced university environment.

The position coordinates university-wide data requests, prepares reports, supports budgeting and

Qualifications

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

Responsibilities

• Provide high-level administrative support including complex calendar management, meeting coordination, travel arrangements, and expense reimbursement.
• Coordinate and track data requests from university, state, federal, and national sources with deadlines.
• Maintain electronic tracking systems and prepare status reports and summaries as needed.
• Coordinate annual Board of Governors reports and other institutional documents.
• Oversight of budgets, purchasing, subscriptions, and travel-related financial tasks.

Skills

Calendar management

Meeting coordination

Travel arrangements

Communication

Independent work

Education

Bachelor's degree

Tools

PeopleSoft

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Planner

Job description

Administrative Spec III

Job No: 541236

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support

Department: 02050000 - PV-INSTITUTIONAL RESEARCH

Classification Title

Administrative Spec III

Classification Minimum Requirements

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.

Expected Salary

$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

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

No

Applications Close

22 September 2026

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.