Administrative Specialist I

University of Florida • Gainesville, FL

1d • Onsite

About The Position

Provides primary management of the Vice President for Research’s calendar. Coordinates meetings, prioritizes scheduling requests, resolves scheduling conflicts, and adjusts the calendar as priorities change. Works closely under the guidance of the Executive Affairs Lead to understand and apply the Vice President’s scheduling priorities. Prepares and organizes meeting materials and ensures the Vice President has the information needed for scheduled meetings. Provides administrative support and event support to the Executive Affairs Lead by performing a variety of administrative duties, as needed. Event assistance may include making nametags, greeting attendees, transporting speakers and visitors, meeting caterers for food setup, audiovisual setup, event setup, and event breakdown. Requires the ability to drive state vehicle to various event locations. Provides primary front desk and phone coverage for the Office of the Vice President for Research. Greets visitors, responds to general inquiries, directs individuals to the appropriate person or office, and provides general assistance. Serves as the first point of contact for in person visitor support and provides executive escorting as needed. Coordinates key distribution and return, maintains accurate tracking records, and follows up on outstanding keys as needed. Provides backup coverage for the other assistants in the office during absences and peak periods. Assists with essential front office and administrative responsibilities to ensure continuity of operations. Provides additional support as needed to meet evolving office and organizational needs. Operates on own initiative, which includes planning, prioritizing, and maintaining flexibility to perform a variety of functions to meet deadlines. Expected to complete work assignments independently and on time. Must be highly professional in dealing with University of Florida and external constituencies.

Requirements

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

Nice To Haves

• Experience providing calendar and administrative support to an executive or senior leader.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to greet and assist visitors in a professional and welcoming manner.
• Ability to manage multiple responsibilities and changing priorities.
• Proficiency with Microsoft Outlook, Word, Excel, electronic mail, and general office systems.
• Ability to establish and maintain effective working relationships.
• Ability to exercise good judgment and maintain confidentiality.

Responsibilities

• Manages the Vice President for Research’s calendar, including coordinating meetings, prioritizing scheduling requests, resolving conflicts, and adjusting the calendar as priorities change.
• Prepares and organizes meeting materials and ensures the Vice President has necessary information for scheduled meetings.
• Provides administrative and event support to the Executive Affairs Lead, including making nametags, greeting attendees, transporting speakers and visitors, coordinating with caterers, and assisting with audiovisual and event setup/breakdown.
• Provides primary front desk and phone coverage for the Office of the Vice President for Research, greeting visitors, responding to inquiries, and directing individuals.
• Serves as the first point of contact for in-person visitor support and provides executive escorting as needed.
• Coordinates key distribution and return, maintains tracking records, and follows up on outstanding keys.
• Provides backup coverage for other assistants during absences and peak periods.
• Assists with essential front office and administrative responsibilities to ensure continuity of operations.
• Operates standard office equipment including a computer, telephone, fax, color printer, and scanner.

What This Job Offers

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