Administrative Specialist I

University of Florida • Gainesville, FL

7d • $23 - $25

About The Position

The Administrative Specialist I provides day-to-day administrative support for the William & Grace Dial Center for Speech and Communication Studies. This position serves as the primary administrative liaison for the unit and works closely with the Center Director, Center leadership, and key CLAS support partners to ensure smooth execution of fiscal, HR, academic support, and office operations. The role requires a highly skilled individual to manage the fiscal, human resources, and operational elements of the unit, as well as to exercise discretion with confidential information, demonstrate independent follow-through, and establish and maintain efficient administrative processes that support the Center’s daily needs and long-term objectives. This position interacts regularly with faculty, students, and visitors to the program, and it requires a communicatively competent professional to fulfill the role.

Requirements

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

Nice To Haves

• Demonstrated ability to work independently, apply sound judgment, and utilize effective problem-solving techniques in a professional administrative environment.
• Ability to collect, evaluate, and analyze administrative data related to budgeting, accounting, payroll, personnel actions, and purchasing activities.
• Strong organizational skills with the ability to plan, prioritize, and coordinate multiple work assignments while maintaining accuracy and attention to detail.
• Knowledge of administrative principles, office procedures, and operational practices within an academic or organizational setting.
• Excellent verbal and written communication skills with the ability to establish and maintain effective working relationships with faculty, staff, students, and external partners.

Responsibilities

• Coordinate human resources processes for the Center, including initiating HR documentation, maintaining personnel records, processing graduate assistant tuition waivers, and serving as the administrative point of contact for routine HR transactions.
• Support fiscal operations by assisting with budget monitoring, monthly reconciliations, purchasing, and coordinating travel and expense reimbursements in compliance with university and college guidelines.
• Serve as a liaison with CLAS Shared Services to ensure timely processing of HR and financial transactions and resolution of administrative issues.
• Provide academic and program support by assisting with course scheduling coordination, maintaining program materials and syllabi, and preparing administrative reports and documentation.
• Coordinate meetings, events, and special projects for the Center’s academic programs, faculty, and student groups while maintaining program communications and website updates.
• Oversee daily office operations, including front desk support, office logistics, facilities coordination, and maintaining records related to space and departmental operations.

Benefits

• This is a TEAMS position—UF’s designation for staff roles—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