Administrative Specialist I

University of Florida • Gainesville, FL

400d • $41,600 - $41,600

About The Position

The Administrative Specialist I plays a crucial role in overseeing the daily operations of the Health Disparities, Health Promotion, and Health Equity Research Program at the University of Florida. This position is responsible for managing administrative, fiscal, and human resources activities, ensuring compliance with university policies, and providing essential support for research and grant-related activities. The role requires adaptability, excellent organizational skills, and the ability to manage multiple priorities under tight deadlines.

Requirements

• Bachelor's degree or an equivalent combination of education and appropriate experience.
• Supervisory and management experience.
• Experience in budget management and fiscal processes.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Drive, Docs, Forms).
• Knowledge of UF policies and procedures related to MyUFL modules, including HR, fiscal management, purchasing, and reporting.
• Strong organizational, verbal, and written communication skills.
• Attention to detail and ability to manage confidential data.

Nice To Haves

• Experience in budget management and fiscal processes.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Drive, Docs, Forms).
• Knowledge of UF policies and procedures related to MyUFL modules.

Responsibilities

• Oversee daily office operations, assign priorities, and coordinate activities.
• Act on behalf of the program director with delegated authority.
• Identify and implement process improvements to enhance operational efficiency.
• Facilitate effective communication with stakeholders and coordinate program events and community engagement initiatives.
• Supervise up to 30 OPS employees and student assistants, ensuring compliance with UF and state policies.
• Manage payroll, including entries, approvals, and resolving discrepancies.
• Mentor and develop team members, fostering a collaborative work environment.
• Reconcile program budgets and manage research participant payment funds.
• Ensure compliance with fiscal policies for grants, expenditures, and participant payments.
• Process program purchases, payables, and staff travel reimbursements.
• Maintain and audit program assets, ensuring compliance with UF asset management policies.
• Collaborate with UF IT to schedule and perform IT audits, implementing security and policy updates as needed.

Benefits

• Eligible for a suite of excellent benefits, retirement options, and paid leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree