Administrative Specialist I

University of Florida•Gainesville, FL

22h•$22 - $25

About The Position

This position provides comprehensive administrative, communication, and fiscal support for the Office of Global Learning (OGL). The role involves managing application cycles for faculty development initiatives, organizing program materials, communicating with faculty and partners, and supporting campus events. Additionally, it includes serving as a public contact, assisting with travel and calendars, coordinating marketing and communications, managing social media and newsletters, writing and editing content, and supervising student employees. The role also handles budget monitoring, purchasing, and expense management.

Requirements

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

Nice To Haves

Strong digital literacy skills with demonstrated experience with marketing, social media, and communications.
Demonstrated experience with digital marketing content platforms (i.e. Canva)
Outstanding written and verbal communication skills.
Comfort speaking with diverse audiences.
Excellent interpersonal skills.
Ability to organize events, manage multiple tasks at once, and to move quickly between tasks.
Expertise in UF’s administrative tools, policies, and procedures
Expertise in UF’s academic program administrative tools, policies, and procedures
Experience in academic program support
Experience in public relations and marketing connected to academic and/or international programming
Experience supervising or managing students (or similar task-based managerial experience)
Experience living or working abroad and proficiency in at least one foreign language.

Responsibilities

Set application cycles and monitor submission of required materials for faculty development initiatives.
Collect and organize application materials for review and communicate selection decisions.
Support virtual exchange tracking by compiling lists and project descriptions, and award digital badges.
Communicate with UF Faculty and virtual exchange partners, answering questions and assisting with program enrollment.
Organize distribution of medallions and certificates of award for various programs.
Provide organizational and logistical support for campus events.
Serve as a public contact for the office, answering inquiries via multiple channels.
Support the director with organizing travel and calendars.
Coordinate communications and marketing initiatives with relevant teams and student employees.
Develop and organize marketing campaigns for program recruitment cycles.
Write and edit content for various publications and webpages, ensuring accuracy and updates.
Seek new avenues to promote unit programs and engage faculty and student audiences.
Draft reports, develop presentations, and organize information sessions.
Participate in tabling events on campus to promote programs.
Manage and schedule team meetings, setting agendas.
Supervise student employees, including training, project management, task assignment, and timesheet communication.
Collect department fiscal information and coordinate fund transfers.
Create travel requests and complete expense reports.
Monitor unit supplies and make necessary purchases.
Manage and keep records of expenses related to P-Card and Publix Card.
Monitor, track, and update the unit’s budget funds and expenditures.
Assess event needs and place catering orders.
Perform other duties as assigned, including committee service or coordination with other units.