Administrative Spec III

University of Florida • Gainesville, FL

2d

About The Position

The Administrative Specialist III to the Associate Provost and Director of the Office of Institutional Planning and Research (OIPR) provides high-level administrative and operational support in a fast-paced university environment. The position serves as a key point of coordination for the Associate Provost and Director and works independently with university leaders, faculty, staff, and external agencies to facilitate data requests, reporting, surveys, financial and administrative processes, and office operations.

Requirements

• Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.
• Annual FERPA Certification

Nice To Haves

• Experience providing high-level administrative support in a complex higher education or organizational environment.
• Experience coordinating university-wide, state, federal, or national data requests, reports, or surveys.
• Experience working with institutional research, higher education data, or reporting systems such as IPEDS, Board of Governors (BOG), or AAUDE.
• Experience with University of Florida policies and procedures
• Experience using PeopleSoft.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, as well as modern collaboration and project management tools such as Microsoft Planner.
• Demonstrated ability to manage competing priorities, meet frequent deadlines, and work independently with minimal supervision.
• Experience handling sensitive or confidential information and exercising sound judgment and discretion.

Responsibilities

• Provide high-level administrative support, including complex calendar management, meeting coordination, travel arrangements, and expense reimbursement.
• Coordinate and track university, state, federal, and national data requests, ensuring assignments are appropriately routed and responses are accurate and submitted by established deadlines.
• Maintain electronic tracking systems and historical records for data requests and prepare status reports and work summaries as needed.
• Coordinate the preparation and submission of annual Board of Governors reports and other institutional reports.
• Coordinate university-wide and national surveys, including gathering information from campus contacts and ensuring timely and accurate submissions.
• Support the collection and compilation of national quality and benchmarking information for Academic Affairs program reviews.
• Assist with OIPR budget administration, monthly reconciliations, purchasing, subscriptions, supplies, equipment, purchasing card transactions, and travel-related financial processes.
• Communicate financial, human resources, hiring, posting, and role-related requests to appropriate University and Provost Business Office contacts.
• Develop and maintain workflow tracking systems, project management tools, and standard operating procedures to support efficient OIPR operations.
• Serve as an initial point of contact for OIPR and appropriately direct inquiries, requests for information, and appointment requests.
• Maintain office records and electronic files and coordinate archiving as appropriate.
• Handle sensitive and confidential information with discretion and exercise sound judgment when responding to inquiries and requests.
• Perform other duties and special projects as assigned by the Associate Provost and Director.

What This Job Offers

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