Administrative Specialist I
About The Position
Support UF RISC by providing administrative support and conducting daily administrative activities, including (but not limited to) managing office logistics, maintaining a digital file system, obtaining signatures, arranging meetings, preparing meeting materials, compiling data and preparing reports in support of assigned projects or meetings. Anticipate requirements and draft correspondence Senior Director. Other responsibilities include coordinating travel arrangements, answering phone calls, ordering office supplies, managing related fiscal matters, and assisting with constituent requests. Exercise considerable judgment in managing the Senior Director's calendar and travel schedule. The complex schedule requires handling last-minute adjustments of scheduling and/or itineraries with discretion to enable maximum use of the director’s time and enable the director to meet all commitments. Requires the ability to understand the director’s priorities. Requires the ability to be detail oriented and the ability to multi-task with scheduling in multiple calendars with accuracy. Support Compliance Programs while maintaining a high degree of confidentiality. Responsible for updating databases, spreadsheets, file systems and multiple systems-of-record with confidential and sensitive information. Maintain training material and completion records for program training, including scheduling sessions and registering attendees. Coordinate compliance meetings and committees, organizing agendas and providing logistical support. Provides administrative support to the Senior Director and leadership team by performing a variety of administrative duties, as needed. Operates on own initiative, which includes planning, prioritizing, and flexibility with schedule to perform a variety of functions to meet deadlines. Is expected to complete work assignments independently with minimal instructions and supervision.
Requirements
- Bachelor’s degree; or an equivalent combination of education and relevant experience.
- Ability to understand the director’s priorities.
- Ability to be detail oriented
- Ability to multi-task with scheduling in multiple calendars with accuracy.
- Maintain a high degree of confidentiality.
Nice To Haves
- General knowledge of the operations for the various offices.
- Knowledge of professional office skills.
- Knowledge of effective written and oral communication, ability to articulate and interpret information.
- Establish and maintain professional and effective working relations with others.
- Maintain confidentiality of all information entrusted to this position.
Responsibilities
- Manage office logistics
- Maintain a digital file system
- Obtain signatures
- Arrange meetings
- Prepare meeting materials
- Compile data and prepare reports in support of assigned projects or meetings
- Anticipate requirements and draft correspondence for the Senior Director
- Coordinate travel arrangements
- Answer phone calls
- Order office supplies
- Manage related fiscal matters
- Assist with constituent requests
- Manage the Senior Director's calendar and travel schedule
- Update databases, spreadsheets, file systems and multiple systems-of-record with confidential and sensitive information
- Maintain training material and completion records for program training, including scheduling sessions and registering attendees
- Coordinate compliance meetings and committees, organizing agendas and providing logistical support
- Provide administrative support to the Senior Director and leadership team by performing a variety of administrative duties, as needed
- Operate on own initiative, which includes planning, prioritizing, and flexibility with schedule to perform a variety of functions to meet deadlines
- Complete work assignments independently with minimal instructions and supervision
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
