Administrative Specialist I

University of Florida • Gainesville, FL

2d • Onsite

About The Position

The College of Pharmacy at UF is recruiting for an Administrative Specialist I to provide advanced administrative and operational support within the College of Pharmacy Dean’s Office. This position exercises independent judgment in managing complex administrative tasks, coordinating activities, and supporting multiple senior leaders in a fast-paced, high-visibility environment. The role requires daily, on-campus presence to support leaders, faculty, staff, students, visitors, meetings, events, committees, and other essential office operations. The incumbent provides direct administrative support to multiple Dean’s Office senior leaders (4 total), delivering coordinated support across functional areas including student affairs, academic programs, clinical education, and assessment activities. Responsibilities include calendar management, meeting and event coordination, communications, and support of programmatic and operational initiatives. This position reports to the Strategic Project Manager and provides project coordination and administrative support for strategic initiatives, including tracking and assessment of the College’s Strategic Plan using Smartsheet and other tools. The role works independently under general supervision and serves as a key contributor to the overall effectiveness, coordination, and continuity of the Dean’s Office.

Requirements

• Bachelor's degree; or an equivalent combination of education and relevant experience.
• Valid driver's license.

Nice To Haves

• Five years of UF Administrative support experience to faculty leaders
• Advanced proficiency in Smartsheet, including development of dashboards, workflow automation, and reporting tools to support strategic planning, project tracking, and operational assessment
• Ability to set priorities and work with interruptions, little supervision, and initiative
• Ability to effectively complete high-pressure, time-sensitive tasks
• Ability to triage, set priorities independently, and work under pressure
• Taking the initiative to organize and manage conflicting goals and agendas
• Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population in a demanding environment
• Knowledge of appropriate state of Florida, College of Pharmacy, and University of Florida rules and regulations
• Critical thinking skills, analytical and problem-solving skills
• Ability to maintain confidentiality and make independent decisions
• Must understand and practice excellent customer service
• Must possess a professional attitude conveyed in all interactions, communications, and appearance—ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments.
• Effectively collaborating with individuals of all levels and diverse backgrounds
• Self-motivation and the ability to work independently
• Strong interpersonal skills (teamwork, responsibility, patience, empathy, and leadership)
• Experience in Outlook, Word, PowerPoint, WordPress, Excel, Qualtrics and the aptitude to learn and become efficient in new software as required

Responsibilities

• Provides comprehensive administrative and coordination support across multiple Dean’s Office leadership areas, ensuring consistency, efficiency, and alignment across functions.
• Manages complex calendars across multiple leaders with competing priorities.
• Coordinates meetings, events, and logistics involving faculty, students, staff, and external stakeholders.
• Prepares correspondence, reports, presentations, and meeting materials.
• Tracks action items, deadlines, and follow-ups across leadership areas.
• Coordinates travel and reimbursement processes.
• Maintains confidentiality of sensitive academic and administrative information.
• Supports coordination of shared administrative processes across multiple leadership areas.
• Tracks deadlines and deliverables across academic, student, and program functions.
• Serves as a liaison across Dean’s Office units and departments.
• Maintains documentation, records, and reporting tools to support operations.
• Provides back-up, administrative, and operations support to the Dean’s Office.
• Provides direct administrative and coordination support to the Strategic Project Manager.
• Supports tracking, implementation, and assessment of the College’s Strategic Plan.
• Utilizes Smartsheet and other tools to track strategic initiatives, milestones, and deliverables, maintain dashboards and reporting structures, support data collection, analysis, and progress reporting, and monitor timelines.
• Assists with coordination of cross-functional projects including accreditation and self-study initiatives, assessment cycles and program evaluation efforts, and Dean’s Office strategic and operational priorities.

Benefits

• Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.
• Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.
• Leave: UF Faculty and Staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts.

What This Job Offers

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