Administrative Specialist II

University of Florida•Alachua, FL

1d•$53,000 - $63,000•Onsite

About The Position

This position is within Florida Foundation Seed Producers, Inc. (FFSP), a direct support organization of the University of Florida, and provides advanced, high-level administrative and programmatic support to the Executive Director of FFSP. The position performs administrative, programmatic, and operational functions related to FFSP’s technology transfer and Foundation seed production operations and coordinates related projects, programs, meetings, and events. The incumbent is expected to prioritize multiple assignments in a demanding, fast paced environment and remain flexible to work both independently and collaboratively with all members of the organization to ensure efficient operations. This position frequently handles confidential information and non-routine administrative duties requiring discretion.

Requirements

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.
Proficiency with Microsoft Office (particularly Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and related software.
Proficiency with scheduling and operating videoconference systems (Zoom, Teams, etc.)

Nice To Haves

Experience in agriculture, intellectual property, and/or technology transfer.
Ability to plan, organize, and coordinate work assignments while balancing multiple priorities.
Demonstrated ability to manage a high volume of tasks without sacrificing accuracy or attention to detail.
Highly adaptable and able to proactively identify problems and generate solutions.
Effective time management and organizational skills.
Ability to successfully plan, manage, and execute meetings and events.
Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, and business documents.
Reliable team member who exercises sound judgment and discretion.
Commitment to establishing and maintaining effective, positive working relationships in a team-oriented environment.
Demonstrated ability to work both independently and collaboratively to manage high-volume workloads and meet time-sensitive deadlines.

Responsibilities

Provides comprehensive administrative and programmatic support to the Executive Director of FFSP.
Establish priorities and organize the Executive Director’s tasks, meetings, and internal and external projects to ensure deadlines are met.
Prepares professional correspondence, executive-level reports, meeting materials, reports, and agendas.
Coordinates strategic initiatives and supporting program development activities under the direction of the Executive Director.
Manages document archiving and digital file systems.
Manages confidential correspondence and sensitive information.
Schedule and support virtual and in-person meetings (Zoom, Teams, etc.) with various stakeholders.
Coordinate travel arrangements and manage expense reports.
Handle invoice processing by obtaining approvals and submitting to fiscal staff.
Independently plans and executes projects and events related to technology transfer and seed production, including scheduling, logistics, documentation, and stakeholder communication.
Coordinates project milestones, timelines, and deliverables.
Prepares and maintains project reports, databases, and documentation.
Monitors progress towards organizational and program objectives.
Coordinate all aspects of FFSP Board and membership meetings in collaboration with the Communications Specialist.
Work collaboratively with all members of the organization to ensure efficient operations.
Maintains organized office systems, records, and files.
Assists with procurement and vendor coordination.
Provide front-office coverage and support to other colleagues when needed.
Manage multiple projects simultaneously and prepare detailed reports.