Administrative Specialist I

UF ECE Ambassadors; Gainesville (FL); On-site; USD 46,000 - 56,000; Full time

Benefits offered by this job

Competitive salary commensurate with经验

Medical, dental, vision, and Rx plans

Flexible spending accounts and wellnes

Life and long-term disability

Retirement savings with employer match

Paid leave (vacation, sick, holidays,

Eight weeks paid parental and medical

Public Service Loan Forgiveness

Campus/local service discounts

Off-campus activity discounts

Job summary

University of Florida is seeking an Administrative Specialist I in Gainesville to provide comprehensive administrative support for the Department of Psychology. The role involves serving as the primary contact for inquiries, managing calendars, coordinating meetings, and handling data entry, records, and communications.

Candidates should have a bachelor's degree or equivalent, with preferred experience in higher education or HR-related documentation, and familiarity with UF administrative

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Experience providing administrative support in higher education or healthcare settings.
• Experience with HR administrative processes and personnel documentation.
• Experience coordinating departmental events and staff development activities.
• Familiarity with University of Florida administrative and HR systems.

Responsibilities

• Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
• Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
• Perform data entry, record maintenance, document preparation, and general administrative support functions.
• Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
• Travel reimbursements, and office supplies.
• Assist with departmental communications and dissemination of information to faculty and staff.

Education

Bachelor's degree or equivalent combination of education and experience

Tools

HR systems

Job description

Job Description

• Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
• Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
• Perform data entry, record maintenance, document preparation, and general administrative support functions.
• Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
• Travel reimbursements, and office supplies.
• Assist with departmental communications and dissemination of information to faculty and staff.

Classification Title

Administrative Specialist I

Job Description

• Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
• Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
• Perform data entry, record maintenance, document preparation, and general administrative support functions.
• Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
• Travel reimbursements, and office supplies.
• Assist with departmental communications and dissemination of information to faculty and staff.

Administrative Operations & Office Support

• Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
• Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
• Perform data entry, record maintenance, document preparation, and general administrative support functions.
• Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
• Travel reimbursements, and office supplies.
• Assist with departmental communications and dissemination of information to faculty and staff.

Human Resources Administrative Support

• Provide administrative support for HR-related activities, including preparation and maintenance of job descriptions.
• Assist with Graduate Assistant (GA), volunteer, courtesy appointment, and other personnel-related documentation and processes.
• Generate reports and maintain personnel records and departmental tracking systems.
• Support HR initiatives and special projects as assigned by the Human Resources Generalist III.
• Ensure accuracy, confidentiality, and compliance with university policies and procedures regarding personnel information.

Event & Meeting Coordination

• Coordinate department meetings, retreats, staff recognition events, milestones, luncheons, and year-end activities.
• Manage meeting logistics, including scheduling, room reservations, technology needs, catering arrangements, and event setup.
• Support conference room scheduling and maintenance.
• Assist in planning and executing departmental special events and professional development activities.

Emergency Preparedness & Departmental Coordination

• Serve as the department emergency contact coordinator and assist with maintaining departmental emergency plans and procedures.
• Participate in and support building committee activities and initiatives.
• Coordinate departmental communications related to emergency preparedness and operational continuity.

Staff Development & Special Projects

• Assist with coordinating staff professional development activities and training opportunities.
• Support departmental initiatives, process improvements, and special administrative projects.
• Provide additional administrative and operational support as needed to meet departmental goals and objectives.

Minimum Qualifications

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

Preferred Requirements

• Experience providing administrative support in a higher education, healthcare, or professional office environment.
• Experience with human resources administrative processes and personnel documentation.
• Experience coordinating departmental events, meetings, and staff development activities.
• Knowledge of University of Florida administrative and HR systems and procedures.

Expected Salary

$46,000 - 56,000

Benefits

As one of the nation’s top public research universities, the University of Florida offers a comprehensive benefits package designed to support the health and financial well-being of employees and their families.

Highlights Include

• Competitive salary commensurate with experience
• Medical, dental, vision, and prescription insurance plans
• Flexible spending accounts and wellness programs
• Life and long-term disability insurance
• Retirement savings plans with employer contributions
• Generous paid leave (vacation, sick, holidays, and personal days)
• Eight weeks of paid parental and medical leave
• Eligibility for the Public Service Loan Forgiveness Program
• Discounts on campus and local services and activities
• Enjoy discounts for on-and off-campus activities and services

About The Department Of Psychology

Faculty in the Department of Psychiatry at the University of Florida are involved in a broad range of clinical and research initiatives through departmental centers, labs, and interdisciplinary collaborations. The department includes a large outpatient center with various specialty clinics, including one affiliated with the Center for Autism and Neurodevelopment—along with an active inpatient service, a psychiatry collaborative program for primary care providers, school-based consultation programs, and community mental health consultation services.

The department offers clinical services and training in adult, child and adolescent, and addiction psychiatry. This includes operations at a freestanding psychiatric hospital, a robust consult-liaison service at UF Health Shands Hospital, and the Florida Recovery Center, which is operated by the Addiction Division. UF is an active site for the NIH-funded Adolescent Brain Cognitive Development (ABCD) Study.

The University of Florida is a top public university and one of the largest academic medical centers in the Southeast. UF Health is a regional leader in innovative, evidence-based mental health treatment and is committed to advancing clinical research. Researchers across the college pursue interdisciplinary work through nine major research centers and institutes.

About Gainesville

Located in North Central Florida, Gainesville is home to the state’s oldest and largest university. It’s a recognized hub for education, healthcare, research, the arts, and innovation. Gainesville is frequently ranked among the top college towns and best places to live or retire. Known for its natural beauty and preserved historic charm, the city offers a wide range of parks, museums, lakes, and cultural attractions that appeal to residents and visitors alike. Things to do in Gainesville .