Administrative Specialist I

University of Florida; Gainesville (FL); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The University of Florida is seeking an Administrative Specialist I to manage the Vice President for Research's calendar, coordinate meetings, and prepare materials to support high-level scheduling priorities. The role provides front desk coverage, assists with events, greets visitors, handles keys tracking, and offers backup support to the office.

Strong organizational and communication skills are essential.

Qualifications

• Bachelor's degree or equivalent.
• Experience with calendar management and executive support preferred.
• Strong written and verbal communication skills.

Responsibilities

• Manage the Vice President for Research’s calendar and coordinate meetings.
• Prepare and organize meeting materials to support scheduling priorities.
• Provide front desk coverage and greet visitors; direct inquiries to the appropriate office.
• Assist with event support, including nametags, catering, AV setup, and flow of attendees.
• Maintain key distribution records and track return of keys; drive state vehicle as needed.
• Provide backup support to other assistants and perform general office duties to ensure continuity.
• Operate standard office equipment and adapt to evolving office needs.

Skills

Calendar management

Executive support

Event coordination

Education

Bachelor’s degree or equivalent

Tools

Microsoft Outlook

Microsoft Word

Excel

Job description

Classification Title

Administrative Specialist I

Job Description

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

Provides primary management of the Vice President for Research’s calendar. Coordinates meetings, prioritizes scheduling requests, resolves scheduling conflicts, and adjusts the calendar as priorities change. Works closely under the guidance of the Executive Affairs Lead to understand and apply the Vice President’s scheduling priorities. Prepares and organizes meeting materials and ensures the Vice President has the information needed for scheduled meetings.

Provides administrative support and event support to the Executive Affairs Lead by performing a variety of administrative duties, as needed. Event assistance may include making nametags, greeting attendees, transporting speakers and visitors, meeting caterers for food setup, audiovisual setup, event setup, and event breakdown. Requires the ability to drive state vehicle to various event locations.

Provides primary front desk and phone coverage for the Office of the Vice President for Research. Greets visitors, responds to general inquiries, directs individuals to the appropriate person or office, and provides general assistance. Serves as the first point of contact for in person visitor support and provides executive escorting as needed.

Coordinates key distribution and return, maintains accurate tracking records, and follows up on outstanding keys as needed.

Provides backup coverage for the other assistants in the office during absences and peak periods. Assists with essential front office and administrative responsibilities to ensure continuity of operations.

Provides additional support as needed to meet evolving office and organizational needs.

Operates on own initiative, which includes planning, prioritizing, and maintaining flexibility to perform a variety of functions to meet deadlines. Expected to complete work assignments independently and on time. Must be highly professional in dealing with University of Florida and external constituencies.

Operates a variety of standard office equipment including a computer, telephone, fax, color printer, and scanner.

Commensurate with Education and Experience.

Required Qualifications

• Bachelor’s degree; or an equivalent combination of education and relevant experience.
• Valid driver’s license.

Preferred

• Experience providing calendar and administrative support to an executive or senior leader.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to greet and assist visitors in a professional and welcoming manner.
• Ability to manage multiple responsibilities and changing priorities.
• Proficiency with Microsoft Outlook, Word, Excel, electronic mail, and general office systems.
• Ability to establish and maintain effective working relationships.
• Ability to exercise good judgment and maintain confidentiality.

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

Health Assessment Required: No

Advertised: 06 Oct 2026 Eastern Daylight Time
Applications close: 20 Oct 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.