Administrative Specialist I
About The Position
The Administrative Specialist I provides administrative and operational support to the department. The role serves as a primary contact for calls, visitors, and inquiries; manages calendars, meetings, conference rooms, records, correspondence, supplies, and departmental communications; and supports travel reimbursements and general office operations. The position provides human resources administrative support, including preparing and maintaining job descriptions, assisting with Graduate Assistant, volunteer, courtesy appointment, and other personnel documentation and processes, maintaining personnel records and tracking systems, and generating reports. It supports HR initiatives and special projects assigned by the Human Resources Generalist III and ensures personnel information is handled accurately, confidentially, and in accordance with university policies and procedures. The specialist coordinates departmental meetings, retreats, recognition events, milestones, luncheons, year-end activities, and other special events. Responsibilities include scheduling, room and technology arrangements, catering, event setup, and conference room support. The role also supports emergency preparedness and operational continuity, building committee activities, staff development and training, process improvements, and other departmental projects and administrative needs. This is a time-limited position.
Requirements
- Bachelor's degree or an equivalent combination of education and appropriate experience.
Nice To Haves
- Experience providing administrative support in a higher education, healthcare, or professional office environment.
- Experience with human resources administrative processes and personnel documentation.
- Experience coordinating departmental events, meetings, and staff development activities.
- Knowledge of University of Florida administrative and HR systems and procedures.
Responsibilities
- Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
- Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
- Perform data entry, maintain records, prepare documents, and provide general administrative support.
- Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
- Support travel reimbursements and office supplies.
- Assist with departmental communications and dissemination of information to faculty and staff.
- Prepare and maintain job descriptions and assist with Graduate Assistant, volunteer, courtesy appointment, and other personnel-related documentation and processes.
- Generate reports and maintain personnel records and departmental tracking systems.
- Support HR initiatives and special projects as assigned by the Human Resources Generalist III.
- Ensure accuracy, confidentiality, and compliance with university policies and procedures regarding personnel information.
- Coordinate department meetings, retreats, staff recognition events, milestones, luncheons, year-end activities, and other special events.
- Manage meeting and event logistics, including scheduling, room reservations, technology needs, catering arrangements, and event setup.
- Support conference room scheduling and maintenance.
- Assist in planning and executing departmental special events and professional development activities.
- Serve as the department emergency contact coordinator and assist with maintaining departmental emergency plans and procedures.
- Participate in and support building committee activities and initiatives.
- Coordinate departmental communications related to emergency preparedness and operational continuity.
- Assist with coordinating staff professional development activities and training opportunities.
- Support departmental initiatives, process improvements, and special administrative projects.
- Provide additional administrative and operational support as needed to meet departmental goals and objectives.
Benefits
- Medical, dental, vision, and prescription insurance plans.
- Flexible spending accounts and wellness programs.
- Life and long-term disability insurance.
- Retirement savings plans with employer contributions.
- Paid vacation, sick leave, holidays, and personal days.
- Eight weeks of paid parental and medical leave.
- Eligibility for the Public Service Loan Forgiveness Program.
- Discounts on campus and local services and activities.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
