Administrative Specialist I

Inside Higher Ed; Gainesville (FL); On-site; USD 26,518 - 34,784; Full time

Job summary

A higher education institution in Gainesville, FL, is seeking an Administrative Specialist I to provide comprehensive administrative support. The role includes managing calendars, coordinating meetings, and assisting with the division's budget. The ideal candidate has a Bachelor's degree and experience supporting executives in higher education. This full-time position offers a pay range of $19.25 - $25.25 per hour.

Qualifications

• Bachelor's degree or an equivalent combination of education and relevant experience.
• Experience in supporting top level executives within higher education.
• Knowledge of university and state fiscal transaction rules.

Responsibilities

• Coordinate and serve as the primary administrative contact for the Division of Plastics.
• Manage calendar, schedule meetings, and prepare documents for the division chief.
• Assist with annual budget process and manage division related expenses.

Skills

Proficiency in Microsoft Office Suite

Excellent written and oral communication skills

Ability to work with internal staff and external stakeholders

Education

Bachelor's degree or equivalent experience

Tools

PeopleSoft

UFGo

myUFLMarketplace

Job description

Administrative Specialist I – Inside Higher Ed – Full Time – Main Campus (Gainesville, FL)

Job Description

• Serves as the primary administrative contact for the Division of Plastics. Coordinates across the Surgery department, College of Medicine, UF Health and University of Florida as needed.
• Supports the division chief and faculty with calendar management, meeting scheduling, agenda preparation, etc.
• Prepare and coordinate itineraries and meetings related to faculty recruitment.
• Submit IT and Facilities support requests on behalf of the division.
• Prepare documents, correspondence, reports, presentations and other needs as directed by the division chief or in support of the faculty.
• Coordinates all UFGO related activities (travel requests, travel arrangements and processing reimbursements) for the division.
• Tracks faculty professional development allowance (PDA) usage.
• Orders supplies as needed by the division and processes the related expenses.
• Processes division related expenses and faculty related expenses (PDA, certifications, licensure and other faculty supported expenses).
• Assists with the annual budget process by determining the division's expected expense needs for the upcoming budget year.
• Manages the division's call schedule process. Works with the division chief to finalize the approved call schedule. Enters the call schedule into EPIC.
• Manages the division's Request for Time Away (RTA) process. Ensures division chief approval, clinical notification and enters UF provider leave into PeopleSoft.
• Supports faculty with their annual evaluations.
• Assists faculty with their promotion and tenure packets.
• Other duties as assigned.

Qualifications

• Bachelor's degree; or an equivalent combination of education and relevant experience.
• Proficiency in Microsoft Office Suite, PeopleSoft, UFGo, myUFLMarketplace.
• Knowledge of university and state rules, regulations, policy, and procedures pertaining to fiscal transactions.
• Experience in supporting top level executives within higher education.
• Extensive knowledge of administrative and office management principles and practices.
• Excellent written and oral communication skills.
• Ability to work well with all levels of internal staff as well as outside stakeholders and staff within the Division of Plastic Surgery.

Salary

$19.25 - $25.25 per hour.

Application

Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Applications close: 09 November 2025.
To apply, visit https://explore.jobs.ufl.edu/en-us/job/537661.

Equal Opportunity

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.