Administrative Specialist I

University of Florida•Gainesville, FL

22h•Onsite

About The Position

The Administrative Specialist I provides essential administrative and operational support within the College of Public Health and Health Professions (PHHP) Dean’s Office. This is a highly professional position that serves as a key point of coordination for daily office activities and supports leadership, faculty, staff, students and visitors to ensure efficient and professional operations. The incumbent provides direct administrative support including scheduling, coordination of meetings, administrative processing and coordination of travel to members of PHHP leadership including: - Associate Dean for Research - Associate Dean for Educational Affairs - Associate Dean for Undergraduate Programs - Associate Dean for AI and Innovation - Executive Director of Finance and Administration The Administrative Specialist I performs a broad range of administrative duties in support of the Associate Deans, Executive Director, and the college and, as such, must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues and exercise independent and prudent judgment when completing the tasks and responsibilities associated with these duties. This role requires strong organizational skills, attention to detail and the ability to work independently while supporting a team-based administrative structure. This position reports directly to the Executive Assistant II.

Requirements

Bachelor’s degree; or an equivalent combination of education and relevant experience.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), including calendar management, document preparation and mail merge.

Nice To Haves

Experience providing administrative support to senior leadership in a complex, fast-paced environment.
Strong customer service orientation with the ability to interact courteously and professionally with a wide range of internal and external constituents.
Demonstrated ability to work independently, exercise sound judgment and manage multiple priorities with strong organizational and time management skills.
Excellent written and verbal communication skills and the ability to establish and maintain effective working relationships with a varied population.
Experience handling confidential and sensitive information with discretion.
Working knowledge of university systems and procedures including travel systems, procurement, expense reporting, PCard reconciliation and work orders.

Responsibilities

Provides direct administrative support to College Administration leadership including: - Associate Dean for Research - Associate Dean for Educational Affairs - Associate Dean for Undergraduate Programs - Associate Dean for AI and Innovation - Executive Director of Finance and Administration
Responsible for calendar assistance, which may include scheduling meetings, coordinating meeting logistics (such as booking the room, ordering food, cleaning up the space etc), and preparing documents and/or relevant meeting materials.
Routine correspondence management including drafting and proofreading documents such as letters, reports, forms, and various internal and external correspondence.
Manage and maintain proper filing system for documents.
Ensure templates remain updated.
Request reports as applicable and appropriate.
Execute mail merge requests.
Ensure appropriate department and college administrative personnel are provided fully executed copies for their records.
In conjunction with the Executive Assistant II, may be assigned additional administrative activities when needed and as time allows.
Serves as the primary receptionist and the front-facing point of contact for the Dean's Office. This includes: - Greeting visitors, responding to inquiries, routing requests appropriately and managing front desk communications while creating a welcoming and professional environment for faculty, staff and visitors.
Maintains the office’s shared spaces, ensuring cleanliness, organization and timely replenishment of supplies.
Manages operational calendars, logs, contact and access lists, and other items related to the college’s operations including Lenel building access, digital key database, vehicle and golf cart logs, and repair and maintenance schedules of PHHP vehicles.
Responsible for managing PHHP’s one-time room requests for various shared spaces within the HPNP Building.
Provides general administrative support to the operational and facility related needs of the college including but not limited to submitting routine maintenance and repair requests, reporting outages, and forwarding building security and outage notices.
Serves as the primary liaison to contracted vendors (i.e. UF motor pool, Aramark, etc), coordinating communication, monitoring service delivery and ensuring timely and accurate fulfillment of contractual obligations.
Manages travel for the Associate Deans and Executive Director of Finance and Administration. Responsible for travel arrangements, preapprovals, authorizations, expense reports and preparation of necessary travel documents and reimbursements.
May also manage travel for College Administration guests, including but not limited to seminar speakers, faculty candidates, distinguished guests of the Dean(s), prospective and current donors, etc.
Provides other administrative assistance as needed and requested.
Responsible for management of an individual UF Procurement card (PCard), ensuring compliance with purchasing guidelines, obtaining preapprovals, following purchasing guidelines, and reconciling transactions in a timely manner.
Responsible for administrative management of financial and/or inventory-based items (e.g. parking passes), ensuring accurate records and accountability.
Serves as backup support to the Executive Assistant II and assists with scheduling, meeting coordination and document preparation related responsibilities in times of absence or unavailability.
Provides backup administrative and reception support as needed for the Undergraduate Advising Suite.
Provides backup administrative support to the Dean’s Office Student Assistant(s) with routine tasks and office functions in times of absence or position vacancy.
Plans, coordinates, and executes the annual Delta Omega Public Health Honor Society Induction college wide ceremony to include coordination of application and selection process, ceremony logistics, communication, budget, and event design.
Consults with the college’s Marketing and Event Specialist as needed.
Provides event related administrative support to the Marketing and Event Specialist and Project Managers during peak event periods.