Administrative Specialist I

University of Florida • Gainesville, FL

4d • $23 - $25

About The Position

The Administrative Specialist I provides administrative support to the Department of Classics and serves as a key operational partner to the Chair, faculty, staff, and students. This position supports the day-to-day administrative, academic, and operational functions of the department and assists with fiscal and human resource activities in coordination with the Shared Services Center (SSC), the CLAS Dean’s Office, and other university offices. The role supports efficient office operations, academic and faculty activities, departmental events, and a wide range of administrative processes. This position is well suited for a highly organized, service-oriented professional who can manage multiple responsibilities, communicate effectively with a variety of constituents, and contribute to a collaborative academic environment.

Requirements

• Bachelor’s degree or an equivalent combination of education and appropriate experience.

Nice To Haves

• Knowledge of administrative principles, office practices, and customer service standards.
• Experience supporting administrative, academic, fiscal, or personnel processes in a higher education setting preferred.
• Strong attention to detail, sound judgment, and a service-oriented approach.
• Advanced understanding of basic office applications, including Microsoft Office.
• Ability to work independently and utilize problem-solving techniques.
• Ability to collect, evaluate, and analyze data relating to administrative functions, i.e., accounting, budget, payroll, personnel, and purchasing.
• Ability to plan, organize, and coordinate work assignments in a fast-paced academic environment.
• Ability to communicate effectively, both verbally and in writing.
• Ability to understand and apply university, college, and departmental policies and procedures.
• Ability to establish and maintain effective working relationships with faculty, staff, students, and university partners.
• Ability to work independently and utilize problem-solving techniques.
• Ability to plan, organize, and coordinate work assignments.

Responsibilities

• Provide front-line administrative support and serve as a primary contact for faculty, staff, students, and visitors
• Support daily office operations, including reception, phone coverage, mail distribution, supply ordering, and general office coordination
• Maintain departmental administrative records, files, calendars, contact lists, inventories, and other operational documentation
• Coordinate room reservations, meetings, schedules, facilities-related requests, and other logistical needs
• Support departmental communications, notices, routine correspondence, and internal information coordination
• Assist with maintaining and improving departmental administrative procedures and office practices
• Provide administrative support for departmental academic activities, instructional operations, and faculty needs
• Assist with course scheduling, textbook coordination, classroom-related logistics, and maintenance of academic records
• Support faculty meetings, searches, lectures, workshops, and other departmental academic activities
• Assist with reports, tracking documents, and other materials related to departmental operations
• Support processes related to faculty activity reporting, space reporting, and other administrative requirements
• Support departmental fiscal activities in coordination with the Shared Services Center, CLAS Dean’s Office, and other university offices
• Assist with purchasing, reimbursements, travel coordination, invoice tracking, PCard documentation, and related financial processes
• Collect, organize, and submit documentation needed for fiscal transactions and follow through on status, corrections, and outstanding items
• Maintain departmental tracking for routine expenses, encumbrances, and budget-related activity
• Assist departmental leadership with expenditure monitoring and budget planning support
• Serve as a liaison to SSC and other administrative offices to help ensure fiscal actions are completed accurately and timely
• Support personnel-related processes in coordination with the Shared Services Center, CLAS Dean’s Office, and other university offices
• Assist with hiring, onboarding, personnel changes, separations, payroll-related coordination, leave documentation, and other routine personnel processes
• Prepare, gather, and route documentation needed for personnel transactions and track progress to completion
• Maintain departmental personnel files, org charts, distribution lists, and related records
• Assist with timekeeping, effort-related coordination, and other administrative follow-up as assigned
• Serve as a departmental contact for routine HR process coordination and direct employees to the appropriate resource when needed
• Assist with planning and coordination for departmental events, lectures, workshops, receptions, and other activities
• Coordinate logistics such as space reservations, catering, travel arrangements, materials, communications, and day-of-event support
• Support student-facing and guest-facing activities of the department
• Provide administrative support for special projects and departmental initiatives as assigned

Benefits

• eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance

What This Job Offers

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