Administrative Specialist I

University of Florida•Gainesville, FL

9d•Onsite

About The Position

This position provides primary management of the Vice President for Research’s calendar, coordinating meetings, prioritizing scheduling requests, resolving conflicts, and adjusting the calendar as priorities change. The role works closely under the guidance of the Executive Affairs Lead to understand and apply the Vice President’s scheduling priorities. The Administrative Specialist I prepares and organizes meeting materials and ensures the Vice President has the necessary information for scheduled meetings. Additionally, the position provides administrative and event support to the Executive Affairs Lead, which may include making nametags, greeting attendees, transporting speakers and visitors, meeting caterers, audiovisual setup, event setup, and event breakdown. Driving a state vehicle to various event locations is required. The role also provides primary front desk and phone coverage for the Office of the Vice President for Research, greeting visitors, responding to inquiries, directing individuals, and providing general assistance. Serving as the first point of contact for in-person visitor support and providing executive escorting as needed is also a key function. The position coordinates key distribution and return, maintains accurate tracking records, and follows up on outstanding keys. Backup coverage for other assistants during absences and peak periods is expected, assisting with essential front office and administrative responsibilities to ensure operational continuity. The role provides additional support as needed to meet evolving office and organizational needs, operating on initiative with planning, prioritizing, and maintaining flexibility to perform a variety of functions to meet deadlines. Work assignments are expected to be completed independently and on time, requiring a high level of professionalism when dealing with University of Florida and external constituencies. Standard office equipment, including a computer, telephone, fax, color printer, and scanner, will be operated.

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 the information needed for scheduled meetings.
Provides administrative support and event support to the Executive Affairs Lead.
Performs event assistance duties such as making nametags, greeting attendees, transporting speakers and visitors, meeting caterers, audiovisual setup, event setup, and event breakdown.
Drives a 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.
Provides backup coverage for 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, planning, prioritizing, and maintaining flexibility to perform a variety of functions to meet deadlines.
Completes work assignments independently and on time.
Operates a variety of standard office equipment including a computer, telephone, fax, color printer, and scanner.