Administrative Specialist I

University of Florida•Gainesville, FL

1d•$46,000 - $56,000

About The Position

This position serves as an Administrative Specialist I, providing comprehensive administrative support across various departmental functions including administrative operations, office support, human resources, event coordination, emergency preparedness, and staff development. The role involves acting as a primary point of contact, managing calendars and logistics, performing data entry and record maintenance, coordinating mailroom operations, and assisting with departmental communications. Additionally, the position supports HR-related activities such as preparing job descriptions, assisting with personnel documentation for various appointment types, generating reports, and maintaining personnel records. Event coordination includes managing logistics for meetings, retreats, staff recognition events, and other departmental activities. The role also involves serving as the department emergency contact coordinator and assisting with emergency plans. Finally, the position supports staff professional development and special administrative projects, contributing to departmental goals and objectives.

Requirements

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

Nice To Haves

Experience providing administrative support in a higher education, healthcare, or professional office environment.
Experience with human resources administrative processes and personnel documentation.
Experience coordinating departmental events, meetings, and staff development activities.
Knowledge of University of Florida administrative and HR systems and procedures.

Responsibilities

Serve as the primary point of contact for incoming calls, visitors, and general departmental inquiries.
Maintain department calendars, schedule meetings, reserve conference rooms, and coordinate logistics for departmental activities.
Perform data entry, record maintenance, document preparation, and general administrative support functions.
Coordinate mailroom operations, including distribution of incoming and outgoing correspondence and shipments.
Process travel reimbursements and manage office supplies.
Assist with departmental communications and dissemination of information to faculty and staff.
Provide administrative support for HR-related activities, including preparation and maintenance of job descriptions.
Assist with Graduate Assistant (GA), volunteer, courtesy appointment, and other personnel-related documentation and processes.
Generate reports and maintain personnel records and departmental tracking systems.
Support HR initiatives and special projects as assigned by the Human Resources Generalist III.
Ensure accuracy, confidentiality, and compliance with university policies and procedures regarding personnel information.
Coordinate department meetings, retreats, staff recognition events, milestones, luncheons, and year-end activities.
Manage meeting logistics, including scheduling, room reservations, technology needs, catering arrangements, and event setup.
Support conference room scheduling and maintenance.
Assist in planning and executing departmental special events and professional development activities.
Serve as the department emergency contact coordinator and assist with maintaining departmental emergency plans and procedures.
Participate in and support building committee activities and initiatives.
Coordinate departmental communications related to emergency preparedness and operational continuity.
Assist with coordinating staff professional development activities and training opportunities.
Support departmental initiatives, process improvements, and special administrative projects.
Provide additional administrative and operational support as needed to meet departmental goals and objectives.