Administrative Specialist I

University of Florida; Gainesville (FL); On-site; USD 46,000 - 50,000; Full time

Job summary

University of Florida is seeking an Administrative Specialist I to manage the Vice President for Research’s calendar, coordinate meetings, and prepare materials for scheduled events. The role provides front desk coverage and critical support to the Executive Affairs Lead with a strong emphasis on professional interaction with internal and external stakeholders.

The position requires a Bachelor's degree or equivalent experience, a valid driver’s license, and proficiency in Microsoft Office.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Valid driver's license.
• Experience supporting an executive or senior leader is preferred.
• Proficient with Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Manage the Vice President for Research’s calendar and scheduling priorities.
• Provide administrative and event support for the Executive Affairs Lead.
• Staff front desk and phone coverage for the Office of the Vice President for Research.
• Coordinate keys distribution and tracking.
• Provide backup coverage during absences and peak periods.
• Operate standard office equipment.
• Complete tasks independently and on time.
• Maintain confidentiality and professionalism.

Skills

Calendar management

Executive support

Organizational skills

Communication skills

Professionalism

Customer service

Multitasking

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Classification Minimum Requirements

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

Classification Title

Administrative Specialist I

Classification Minimum Requirements

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

Job Description

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.

Expected Salary

$46,000 - $50,000

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.

• A criminal background check is required.

This position is eligible for Veteran’s preference.

Health Assessment Required: No