Administrative Specialist I

University of Florida•Gainesville, FL

16h

About The Position

This position provides comprehensive administrative and communication support for the Office of Global Learning (OGL). Key responsibilities include managing application cycles for faculty development initiatives, organizing application materials, communicating with faculty applicants, supporting virtual exchange tracking, and coordinating the distribution of awards. The role also involves serving as a public contact for the office, assisting the director with travel and calendars, coordinating marketing initiatives, developing marketing campaigns, writing and editing content for various platforms, managing team meetings, and supervising student employees. Additionally, the position handles budget and fiscal tasks such as coordinating fund transfers, creating travel requests, managing expenses, monitoring budgets, and placing catering orders. Other duties may include committee service and coordination with other units within the UF International Center.

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

Sets application cycles and monitors submission of required materials for all faculty development initiatives run by the Office of Global Learning.
Collects and organizes application materials to be reviewed by the selection committee and communicates selection decisions to faculty applicants.
Supports virtual exchange tracking by compiling lists and project descriptions, and awards digital badges.
Communicates with UF Faculty and virtual exchange partners answering questions and enrolment in programs, and develops communication templates and procedural instructions.
Organizes distribution of medallions and certificates of award for all programs.
Provides organizational and logistical support for campus events.
Serves as a public contact for the office and answers inquiries by e-mail, mail, telephone, and in person.
Supports director with organizing travel and calendars.
Coordinates communications and marketing initiatives with the UF International Center’s marketing team, and the unit’s student employees curating all social media accounts and newsletters.
Develops and organizes marketing campaigns for all programs to be implemented during the recruitment cycles.
Writes and edits content for flyers, brochures, events, and newsletters, and for webpages affiliated with the Office of Global Learning, ensuring accuracy and updates.
Continuously seeks new avenues to promote unit programs to engage both faculty and student audiences, drafts reports, develops presentations, organizes information sessions, and participates in tabling events.
Manages and schedules multiple team meetings per week for the unit and sets the agenda for each meeting.
Supervises student employees, trains students, acts as project manager for different campaigns and marketing initiatives, assigns tasks, and communicates information related to timesheets and budget.
Collects department fiscal information from faculty participants and coordinates the transfer of funds (awards) with the OGL Director and the Finance Manager, communicates the disbursement timeline and sends of the transfer to faculty.
Creates travel requests and completes expense reports for staff and students in the UFGO system, and works with other UFIC staff to problem-solve any issues related to travel or special cases.
Monitors the unit’s supplies and makes purchases (certificates, medallions, office supplies) as needed.
Keeps and manages expenses related to the unit’s P-Card and Publix Card.
Monitors, tracks and updates the unit’s budget funds and expenditures on the International Center and unit spreadsheets.
Assesses the specific needs of each event and places catering orders if needed.
May include service on committees or coordination with other units inside the UF International Center.