The Agency Administrative Services Manager

University of Florida; Gainesville (FL); On-site; USD 60,000 - 85,000; Full time

Job summary

The Agency Administrative Services Manager at the University of Florida College of Journalism and Communications leads operational and administrative functions for The Agency, a hands-on student-driven environment. You will oversee office operations, space, HR activities, finances, and client communications to ensure smooth day-to-day services.

Ideal candidates are organized, collaborative, and adept at coordinating resources and schedules across multiple stakeholders in a fast-paced academic

Qualifications

• Bachelor's degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.
• Experience with coordinating HR/payroll and student staff operations is desirable.
• Strong organizational and communication skills are essential for complex, cross-functional environments.

Responsibilities

• Lead student staff operations including recruitment, onboarding, scheduling, supervision and performance management.
• Coordinate HR and payroll functions for student employees with College HR.
• Manage financial and administrative operations: invoices, reimbursements, travel, purchasing and encumbrances.
• Support events and external communications; serve as central contact for students, clients and university partners.
• Oversee agency records, workspace, meetings and events to maintain organized operations.

Skills

Project coordination

Organizational skills

Time management

Staff supervision

Communication

Education

Bachelor's degree

Tools

Microsoft Office

Monday.com

Airtable

Asana

Trello

Job description

The Agency Administrative Services Manager

Job No: 541519

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Executive/Director/Management, Human Resources, Office/Administrative/Fiscal Support

Department: 23140100 - CJC-THE AGENCY-ADMIN

Job Description

Classification Title:

MGR, Administrative Services

Classification Minimum Requirements:

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

Job Description:

University of Florida College of Journalism and Communications — The Agency

Bring Your Organizational Leadership to The Agency

If you're a strategic organizer, collaborative problem-solver, and people-focused professional who enjoys turning complex operations into seamless experiences, we invite you to apply for The Agency Administrative Services Manager position at the University of Florida College of Journalism and Communications.

The University of Florida College of Journalism and Communications is seeking The Agency Administrative Services Manager to provide operational and administrative leadership for The Agency, a dynamic environment where students gain hands-on experience working on real-world communications projects.

The Agency Administrative Services Manager will oversee the administrative functions that support The Agency's day-to-day success. This position will manage office operations and physical space, coordinate student staff operations and human resources activities, oversee financial and personnel processes, support events and external communications, and serve as a central point of contact for students, clients, university partners, and other stakeholders.

The ideal candidate is a highly organized and collaborative professional who can manage competing priorities, solve problems, coordinate resources, and keep complex operations running smoothly. This role is well suited for someone who enjoys working with people, supporting students, managing details, and contributing to a creative, goal-oriented team.

What You'll Do

• Lead student staff operations by recruiting, hiring, onboarding, scheduling, supervising, and managing performance; develop staffing plans and allocate student resources based on project needs, skills, and capacity.
• Coordinate HR and payroll functions for student employees, including timekeeping, appointments, scheduling, budgets, and personnel matters, in partnership with the College HR team.
• Manage financial and administrative operations, including account reconciliation, invoices, reimbursements, travel expenses, purchasing, requisitions, encumbrances, and office supply needs.
• Support students and serve as a central point of contact for The Agency by coordinating immersion course registration, connecting students with academic resources, managing calendars and inquiries, and liaising with College departments, university partners, clients, and external stakeholders.
• Oversee Agency records, workspace, meetings, and events by maintaining organized files and physical space, coordinating stakeholder meetings and events, and supporting efficient day-to-day operations and workflows.

Why Join The Agency?

This is an opportunity to play a critical role in an environment where education, creativity, communications, and real-world experience come together. You will work closely with students, faculty, staff, clients, and university partners while helping create the operational foundation that allows creative teams to succeed.

The Agency Administrative Services Manager will have the opportunity to make a meaningful impact by developing student talent, strengthening operational processes, coordinating resources, and supporting innovative communications work within one of the nation's leading journalism and communications programs. The Agency at UF, Marketing and Communications Agency

Work Schedule

Monday–Friday | 9:00 a.m.–5:00 p.m. Eastern Time

Schedule flexibility may be available based on business needs and with approval from the Assistant Director of Operations.

Expected Salary:

Commensurate with Education and Experience

Required Qualifications:

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

Preferred

• Strong project coordination, organizational, and time-management skills, with exceptional attention to detail and the ability to manage multiple priorities.
• Ability to thrive in a fast-paced, goal-oriented, and collaborative environment while effectively managing competing priorities and stakeholder needs.
• Experience supervising staff and supporting students, with the ability to coordinate resources, schedules, and cross-functional teams.
• Strong problem-solving, critical-thinking, decision-making, and communication skills, both written and verbal.
• Proficiency with Microsoft Outlook, Word, and Excel, with familiarity using project management tools such as Monday.com, Airtable, Asana, or Trello.
• Experience in resource planning, scheduling, or coordinating teams in a professional or academic setting; experience in communications, advertising, marketing, or a creative agency environment is a plus.

Health Assessment Required: No

Applications Close: 28 October 2026

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.

The University of Florida is an Equal Opportunity Employer. The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identify and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in also aspects of employment including recruitment, hiring, promotion, transfers, discipline, terminations, wage and salary administration, benefits and training.

Florida's Government-in-the-Sunshine Laws require that all documents relating to the search process, including letters of application, nomination and reference, be available for public inspection.