Administrative Specialist I

University of Florida•Gainesville, FL

1d•$23 - $28

About The Position

The UF Health Cancer Institute is the 72nd NCI designated cancer center and the only one at a public university in the State of Florida. As a matrix cancer center, we span all of the University of Florida's 16 colleges, pulling together a world-class, multi-disciplinary membership of over 350 faculty and 150 staff to address the challenges of the cancer burden faced by the population we serve as we work together to find a cure. As an Administrative Specialist I at the UF Health Cancer Institute (UFHCI), you will be responsible for providing administrative, financial, and operational support to the Office of Community Outreach & Engagement (COE) and UFHCI administrative leadership. Strong organizational skills, professionalism, and the ability to support multiple senior leaders in a highly visible, fast-paced environment are necessary for success in this role. In your new role you will be responsible for the following: Providing executive-level administrative support, including calendar management, travel coordination, correspondence, and meeting preparation for assigned leadership. Coordinating meetings, events, and communications, including logistics, agendas, minutes, materials, and follow-up actions. Managing purchasing, travel authorizations, reimbursements, vendor coordination, and financial documentation in compliance with UF policies. Supporting event planning and execution, including outreach, training, and educational events in collaboration with UFHCI teams. Serving as a key liaison between UFHCI leadership, internal departments, external partners, and UF administrative offices. This position is ideal for candidates with experience providing level administrative support in a complex academic, healthcare, or research environment, including strong coordination of financial, travel, and event logistics. A complete job description will be provided to candidates selected for interview.

Requirements

3 or more years of administrative support experience in a complex professional office environment.
Experience planning and executing complex meetings, events, and programs with vendor coordination and budgeting.
Experience with travel coordination, purchasing, meeting planning, and financial documentation processes.
Administrative support skills including calendar management, travel coordination, purchasing, and financial processing.
Strong written and verbal communication skills, including professional correspondence and reporting.
Strong customer service, communication, and interpersonal skills with ability to interact across all levels of the organization.
Proficiency with Microsoft Office Suite.

Nice To Haves

Bachelor’s degree in business administration, public administration, or related field.
Experience supporting executive-level leadership in an academic medical center, higher education, or research environment.
Strong organizational skills with ability to manage multiple priorities in a fast-paced environment.
High level of professionalism, discretion, and sound judgment in handling confidential information.
Collaborative, resourceful, and proactive approach to supporting leadership and improving workflows.
Coordination of meetings, events, and communications including logistics, agendas, and documentation.
Ability to coordinate complex administrative workflows across multiple stakeholders.

Responsibilities

Providing executive-level administrative support, including calendar management, travel coordination, correspondence, and meeting preparation for assigned leadership.
Coordinating meetings, events, and communications, including logistics, agendas, minutes, materials, and follow-up actions.
Managing purchasing, travel authorizations, reimbursements, vendor coordination, and financial documentation in compliance with UF policies.
Supporting event planning and execution, including outreach, training, and educational events in collaboration with UFHCI teams.
Serving as a key liaison between UFHCI leadership, internal departments, external partners, and UF administrative offices.