Administrative Specialist II

University of Florida; Gainesville (FL); On-site; USD 56,000 - 60,000; Full time

Job summary

The University of Florida is seeking an Administrative Specialist II to support executive-level staff, manage complex calendars, coordinate high-level meetings, and oversee event logistics on the Main Campus in Gainesville.

Responsibilities include travel arrangements, financial record keeping, and developing reports while ensuring compliance with university policies. A Bachelor's degree and experience in executive support are required.

Qualifications

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

Responsibilities

• Serve as the primary point of contact for executive-level administrator, professionally managing phone calls, visitors, and correspondence.

Education

Bachelor's degree

Job description

Administrative Specialist II

Job No: 541359

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Recreation/Event Services

Department: 04050000 - SL-DEAN OF STUDENTS

Job Description

Classification Title: Administrative Specialist II

Classification Minimum Requirements: Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Executive Administrative Support

• Serve as the primary point of contact for executive-level administrator, professionally managing phone calls, visitors, and general correspondence exercising discretion and sound judgement in determining appropriate responses, routing, and follow-up; communication may be confidential in nature
• Provide comprehensive executive support by managing complex calendars, coordinating high level meetings, and resolving scheduling conflicts
• Coordinate development of agendas, briefing materials, preparing presentations, and assembling supporting documentation
• Manage the travel process when traveling on behalf of the university including but not limited to processing travel requests, creating travel authorizations, and expense reimbursement
• Ensure compliance with university policies and maintain records for executive-level staff regarding travel, trainings, purchases, and other administrative functions
• Conduct research and benchmarking activities; compile, analyze, and synthesize information from multiple sources into concise reports, executive summaries, briefing documents, and presentations

Event Coordination

• Plan, coordinate, and execute meetings, conferences, student special events, and staff retreats on behalf of senior leadership
• Manage event logistics including but not limited to: venue reservation, catering, transportation, equipment rental, and other services as needed
• Serve as the on-site coordinator for assigned events by overseeing setup, vendor coordination, event materials, and troubleshooting operational issues
• Track event expenditures, reconcile expenses, process vendor invoices and payments, and maintain accurate financial records in accordance with university policies
• Serves as a point of contact for development events; assist with event logistics, spaces and staffing

General Administration & Office Management

• Coordinate day-to-day office operations including managing administrative processes, basic technology need coordination, and serves as a point of contact for facilities needs
• Monitors office supply inventory and supply needs and ensure essential materials are available for daily operations
• Recruits, trains, and manages front desk student staff establishing priorities, workflows, and performance expectations
• Develop and maintain an effective filing system; keep files up-to-date, organized, and cross-referenced as needed
• Routinely update, scan, and purge documents and within guidelines of the University and state law
• Interpret federal and state laws, rules, regulations, University and department/college policies and procedures and ensure compliance
• Develop reports, handle special projects and other duties as assigned

Expected Salary: $56,000-$60,000

Required Qualifications: Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred

EXPERIENCE & EDUCATION

• Bachelor's degree business administration, hospitality, or related field
• Experience in providing executive-level administrative support to senior leaders
• Experience with managing projects and programs including task planning and prioritization, budget and timeline management, completing project or program deliverables
• Knowledge of administrative and office management principles and practices

SKILLS

• Demonstrated proficiency with communication (verbal and written) with the ability to effectively prepare correspondence and administrative reports
• Proficiency with Microsoft Office applications

ABILITY

• Demonstrated ability to work independently with minimal supervision, exercising sound judgement, discretion, and initiative in managing assigned responsibilities
• Demonstrated ability to work as a member of a team in a collaborative environment
• Ability to work well and communicate with various levels of faculty and staff
• Ability to function effectively in a fast-paced environment with frequent interruptions
• Excellent ability to plan, remain organized, and attention to detail
• Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures

Health Assessment Required:No

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.