Administrative Specialist I

University of Florida•Gainesville, FL

2d•Onsite

About The Position

The Administrative Specialist I provides comprehensive administrative support to the Division Chief, Division Administrator, and assigned faculty. This role involves managing calendars, scheduling meetings, preparing correspondence, and organizing documentation to ensure the efficient functioning of the office. Key responsibilities also include maintaining faculty records, processing memberships and renewals, and ensuring timely submission of reports. The specialist will serve as a primary point of contact for stakeholders, handle financial and purchasing tasks, coordinate travel arrangements, and assist with human resources processes such as onboarding, offboarding, and faculty evaluations. Additionally, the position requires assisting with division events, maintaining filing systems, and supporting recruitment activities, all while representing the division professionally and prioritizing tasks effectively in a busy environment.

Requirements

Bachelor's degree; or an equivalent combination of education and relevant experience.

Nice To Haves

Knowledge of preparing business formats for letters, memos and manuscripts.
Strong interpersonal and telephone communication skills
Ability to utilize problem solving techniques
Ability to prioritize multiple work assignments and work independently
Ability to communicate effectively, both verbally and in writing
Demonstrate outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines
Proficiency in MS Excel skills, MS Office, PowerPoint, Acrobat, etc.

Responsibilities

Provide comprehensive administrative support to the Division Chief, Division Administrator, and assigned faculty within the division, including managing calendars, scheduling meetings, preparing correspondence, and organizing documentation.
Maintain a thorough understanding of the Division’s needs and priorities while managing the flow of information—both paper and electronic—into and out of the office.
Design and implement processes to ensure the efficient functioning of the office. Update and maintain office policies and procedures manuals.
Update and maintain faculty folders and keep a tracker of faculty licenses, certification and stay on top of renewals.
Demonstrate strong organizational skills, attention to detail, professionalism, and the ability to streamline office operations.
Process society memberships, subscriptions, and license renewals for assigned faculty.
Ensure timely and accurate submission of reports, including faculty evaluations, administrative forms, and assigned portions of variance reporting.
Maintain accurate electronic calendars for assigned faculty, managing appointments and scheduling meetings. Notify appropriate personnel regarding faculty vacations and absences.
Assist with the planning and coordination of division events such as seminars, workshops, symposiums, and department meetings. Handle logistics like room reservations, catering, and guest accommodations.
Serve as the point of contact for internal and external stakeholders, managing inquiries via phone, email, and in-person interactions.
Answer and route calls for the Division, taking detailed messages for faculty and the Division Administrator when necessary.
Assist with processing purchase orders, reimbursements, and monitor expenditures to ensure all financial documentation complies with university policies.
Obtain vendor quotes, process invoices, and ensure purchases are made in compliance with UF purchasing policies.
Assist the Division Administrator with the annual divisional budget.
Coordinate travel arrangements including but not limited to scheduling flights, making hotel reservations, and registration for conferences as directed by assigned staff or faculty. Notify all appropriate personnel regarding faculty PTO and/or absences and updating respective internal spreadsheets and calendars.
Assist with processing payments and/or reimbursements by collecting receipts and submitting expense reports.
Assist with the onboarding and offboarding processes for new hires, volunteers, and faculty.
Responsible for coordinating division annual Promotion & Tenure, Mid-cycle review, and faculty evaluation processes.
Time entry faculty leave and clinic cancelations.
Prioritize assignments and messages based on urgency or deadlines and works cooperatively with other division, department and university personnel to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance as established by the Division Administrator.
Consistently strive to represent the division, department, and University in a positive and professional manner.
Assist faculty members in the absence of their administrative support staff.
Establish and maintain filing systems and ensure divisional operations run smoothly.
Support recruitment activities, by assisting with candidate interviews as needed.
Greet and assist visitors, representing the Division in a professional and positive manner.