Administrative Spec II

University of Florida • Alachua, FL

1d

About The Position

Provides specialized, executive-level administrative support to SPI leadership. Manages complex calendars, schedules high-level meetings with internal and external stakeholders, and coordinates logistics for both virtual and in-person engagements. Arranges travel, prepares travel authorizations and expense reports, and reconciles Purchasing Card transactions. Supports preparation of correspondence, presentations, and reports. Collaborates with IFAS Communications Services and other partners to support development of materials related to SPI programs and initiatives. Supports general office operations, prioritizes competing demands, and ensures timely execution of administrative tasks in alignment with office goals. Checks time entry and /or biweekly pay list for reporting accuracy of time worked and leave reported and verifies with leave request forms or e-mail approvals and calendar. Monitors those who requested leave have accurately inputting leave into their timesheet entry. Serves as a back-up for approving time when time approvers are not available to ensure timely payment for all employees. Assists with planning and execution of high-profile events, including logistics coordination, communication with participants, preparation of materials, and on-site or virtual event support. Works collaboratively with administrative and communications staff to ensure successful delivery of events. Coordinates with and supports events for UF/IFAS Research. With delegated authority, independently supports the implementation of strategic partnership initiatives and programs managed by the SPI Office. Coordinates communications, scheduling, and documentation related to partnerships with corporate, governmental, and academic entities. Organizes and tracks partnership-related activities, including meetings, deliverables, and reporting requirements. Serves as a key point of contact for internal stakeholders (faculty, departments, research centers) and external partners to facilitate engagement and ensure timely follow-up on action items. Assists in preparing materials such as briefing documents, reports, presentations, and partnership summaries. Maintains organized records of partnership activities and supports tracking of outcomes and key performance indicators. Supports development and implementation of process improvements to enhance efficiency of SPI operations and partnership activities. Participates in special projects as assigned, including development of internal workflows, tracking systems, and reporting tools. Other related duties as assigned.

Requirements

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

Nice To Haves

• Proficient in the use of Microsoft Office (particularly Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and software used for picture/image editing, web meetings, and web site design and maintenance.
• Proficient with scheduling and operation of videoconference systems (Zoom, Teams, etc.).
• Familiar with UF/IFAS procedures for Purchasing card use, travel authorizations and expense reports.
• Highly adaptable and able to prioritize multiple assignments while maintaining a collegial work environment.
• Ability to work both independently and collaboratively as needed to manage high volume workloads to meet deadlines under limited timeframes.

Responsibilities

• Provides specialized, executive-level administrative support to SPI leadership.
• Manages complex calendars and schedules high-level meetings.
• Coordinates logistics for virtual and in-person engagements.
• Arranges travel, prepares travel authorizations and expense reports, and reconciles Purchasing Card transactions.
• Supports preparation of correspondence, presentations, and reports.
• Collaborates with IFAS Communications Services and other partners to support development of materials.
• Supports general office operations, prioritizes competing demands, and ensures timely execution of administrative tasks.
• Checks time entry and pay lists for accuracy of time worked and leave reported.
• Serves as a back-up for approving time when time approvers are not available.
• Assists with planning and execution of high-profile events, including logistics coordination, communication, material preparation, and on-site or virtual support.
• Supports the implementation of strategic partnership initiatives and programs.
• Coordinates communications, scheduling, and documentation related to partnerships.
• Organizes and tracks partnership-related activities.
• Serves as a key point of contact for internal stakeholders and external partners.
• Assists in preparing materials such as briefing documents, reports, presentations, and partnership summaries.
• Maintains organized records of partnership activities and supports tracking of outcomes and key performance indicators.
• Supports development and implementation of process improvements to enhance efficiency of SPI operations and partnership activities.
• Participates in special projects as assigned, including development of internal workflows, tracking systems, and reporting tools.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level