Administrative Specialist II

University of Florida•Gainesville, FL

About The Position

The Administrative Specialist II coordinates and manages administrative, operational, and faculty support activities for the Levin College of Law. This position demonstrates expertise across multiple administrative functions and exercises discretion and independent judgment while ensuring compliance with applicable federal, state, and university laws, regulations, policies, and procedures. The role serves as a central point of coordination for faculty affairs processes, office operations, and leadership-assigned initiatives in a fast-paced academic environment.

Requirements

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

Superior organizational skills
Experience using Microsoft Office Outlook, Word, Excel, and Teams
Experience using Zoom, Canvas, and Microsoft Forms
Experience using UF Travel and PCard systems
Ability to learn new systems and applications quickly
Excellent attention to detail, professionalism, and dependability
Ability to multitask and meet deadlines
Ability to exercise good judgement and think outside the box
Effective communication skills, both verbal and written
Integrity and the ability to maintain confidentiality

Responsibilities

Coordinates faculty lifecycle processes, including, but not limited to, appointments, reappointments, promotion and tenure, annual reviews (Faculty Activity Annual Report and Annual Academic Report), sabbaticals and leave requests, effort reporting, summer stipends, and other faculty personnel actions.
Provides administrative support to faculty and governance bodies by developing and administering ballots and electronic surveys for elections, votes, and governance actions; tracking participation; compiling results; and maintaining records in accordance with college and university requirements.
Assists the HR Generalist with coordinating human resources processes within the College, including, but not limited to, faculty and staff onboarding and offboarding, commitment tracking (salary, chair, and stipend support), generating offer letters, resolving complex procedural issues, and maintaining comprehensive records for all ePAF submissions and supporting documentation.
Serves as a backup ePAF approver.
Oversees assigned special projects and strategic initiatives and collaborates with interdepartmental teams, including IT, Faculty Affairs, Facilities, and Administration, in support of college and institutional goals.
Prepares reports, summaries, correspondence, presentations, and other materials for meetings and events.
Serves as the College's Records Manager and maintains records retention requirements for the College.
Handles confidential, sensitive, and non-routine administrative matters requiring discretion, sound judgment, and adherence to confidentiality standards.
Interprets and ensures compliance with relevant federal and state laws, university regulations, accreditation standards, and college policies.
Supports seamless and effective Dean's Suite operations by coordinating workflows, tracking deadlines, and ensuring continuity of critical administrative functions.
Develops process documentation and standard operating procedures (SOPs).
Maintains centralized databases.
Tracks multi-year actions and historical records.
Assists with fiscal, procurement, and travel-related processes, including maintaining and reconciling PCard transactions, fiscal tracking, invoice processing, travel coordination, and reimbursement activities during high-volume processing periods.