Administrative Spec I

University of Florida•Gainesville, FL

14h

About The Position

The Administrative Specialist I position in the Office of the Provost and Executive Vice President for Academic Affairs will provide preeminent customer service and administrative support to the office. The individual must present a professional demeanor and attitude, maintain a high level of confidentiality, and exercise independent and prudent judgment when completing assigned tasks and responsibilities. This is a highly visible position acting as a liaison to the public and the university community which will require a general understanding of the university and the office. Provides administrative and operational support to the Office of the Provost which includes communications, office operations, records, events, and travel to ensure the office runs efficiently and professionally.

Requirements

Bachelor's degree; or an equivalent combination of education and relevant experience.
Excellent written and verbal communication skills necessary.
Excellent computer skills with demonstrated knowledge with learning new programs and competence in project management skills.
Maintain strict confidentiality at all times and a willingness to perform administrative services such as answering the phones, making calls and recording/taking minutes.
Interact with the public in a sensitive and professional manner.
Punctual and maintains an excellent attendance record.
Ability to establish and maintain effective working relationships with others.
Highly organized with an ability to handle multiple tasks efficiently and timely.
Strong computer skills in Microsoft Office applications.
Proofreading and editing skills.
Ability to learn and become proficient in new tasks quickly.

Nice To Haves

Administrative experience and familiarity with the roles of academic leaders (chairs, directors, and deans) in order to effectively and proactively provide the level of professional assistance.
Excellent interpersonal skills preferred.
Polished professional with a commitment to providing excellent customer service.
Knowledge of UF office procedures and practices.
Previous experience working in an Executive, VP’s or Dean’s office - a plus.
Knowledge of PeopleSoft applications.

Responsibilities

Serves as the first point of contact for visitors to the office suite, welcoming and providing initial assistance and direction.
Answers and routes calls, takes messages, handles inquiries, and assists visitors.
Drafts and distributes correspondence and ensures written communications are accurate and professional.
Maintains the office, including supplies and equipment; manages the conference room; place work orders and coordinates with Facilities Services and TSS.
Building Emergency Coordinator for the office.
Maintain supplies for kitchen and ensuring kept tidy at all times.
Oversees office inventory, maintains access key records, and ensures common areas of the office suite are neat, clean and well maintained.
Monitors the AED machine monthly and provides backups for office websites using T4.
Arranges travel, including reservations and itineraries; submits requests and processes expense reports and reimbursements.
Manages the copy machine, places service calls, and maintains supplies and the copy room.
Coordinates quarterly lunches and holiday events, including invitations, ordering, setup and cleanup.
Maintain databases of committee assignments and liaisons with university offices to ensure information is correct and distributed appropriately.
Serves as backup for the Executive Assistant III, including committee appointments, communication, websites, calendar management, meeting support and minute taking.