Administrative Specialist II

University of Florida•Gainesville, FL

About The Position

The Administrative Specialist II serves as the lead member of the administrative team in the College of Veterinary Medicine’s Office of the Dean and administers most of the office’s operations, including supervision of a Receptionist. The position develops and maintains office policies and procedures, oversees workflow, manages office records and communications, maintains multiple calendars, and prioritizes appointment and meeting requests for the Dean, Executive Associate Dean, and Executive Director. It also provides travel and purchasing support for the Dean and Executive Associate Dean, supports administrative leadership searches, coordinates campus events and shared conference rooms, and manages contract and agreement submissions to the General Counsel’s office. The position gathers and analyzes information and prepares reports for university, state, national, and professional audiences, often on short deadlines. Examples include AVMA, AAVMC, HSC, and Provost reports. It oversees college-level deadlines, works with department chairs and associate deans to meet them, and conducts special projects such as compiling and evaluating data for salary counteroffers. The role may initiate preliminary report responses in the Dean’s absence or at the Dean’s request. The Administrative Specialist II works closely with the Dean, Executive Associate Dean, associate deans, department chairs, directors, administrative assistants, and budget and personnel coordinators. The position serves as a liaison between the Dean’s office and senior university leadership, other deans, and veterinary colleges in the United States and Canada. It also communicates the college’s expertise to alumni, hospital clients, friends, corporations, and foundations in support of the office’s major-gift fundraising responsibilities. The role makes decisions with limited supervision, handles confidential matters, supervises staff and programs, interprets administrative and fiscal policies, and prepares and administers the Office of the Dean’s annual operating budget.

Requirements

Bachelor’s degree and three years of relevant experience, or an equivalent combination of education and experience.
Ability to work in a highly confidential environment.
Ability to manage multiple tasks in a fast-paced atmosphere.
Skill and effectiveness in collaborating with administrators, faculty, students, and staff.
Excellent written and verbal communication skills.
High level of professionalism.
Ability to establish and maintain good working relationships with others.

Nice To Haves

Knowledge of MS Office.
Knowledge of WordPress.
Knowledge of Adobe CS.
Knowledge of UFGO.

Responsibilities

Administer most operations within the College of Veterinary Medicine’s Office of the Dean and serve as the lead member of its administrative team.
Supervise a Receptionist and oversee office workflow, procedures, and policies.
Oversee filing, record-keeping, mail distribution, telephone and email use, computer use, room scheduling, confidential materials, and reception of students and visitors.
Schedule and maintain multiple calendars and prioritize appointment and meeting requests for the Dean, Executive Associate Dean, and Executive Director.
Provide travel and purchasing support for the Dean and Executive Associate Dean.
Support searches for administrative leadership positions by communicating with candidates, scheduling, arranging travel, and preparing itineraries.
Oversee scheduling of campus events and shared conference rooms, process event requests, and manage contract execution and submission of contracts and agreements to the General Counsel’s office.
Develop office policies and procedures for new tasks and work with the Dean and Executive Associate Dean to address workflow issues.
Gather information and prepare reports, including by contacting university, local, state, and national agencies and compiling data and statistics.
Oversee college-level deadlines and coordinate with department chairs and associate deans to ensure deadlines are met.
Conduct or oversee special projects, including compiling, evaluating, and analyzing data such as salary counteroffers.
Acquire background information, citations, and statistics to support reports; prepare reports on short deadlines and initiate preliminary responses when requested or when the Dean is absent.
Communicate the college’s expertise to alumni, hospital clients, friends, corporations, and foundations in support of major-gift fundraising.
Serve as a liaison between the Dean’s office and university leadership, other deans, and veterinary colleges in the United States and Canada.
Assist the Dean and Executive Associate Dean with college matters related to hiring additional staff and budget needs.
Prepare and administer the Office of the Dean’s annual operating budget.
Interpret administrative and fiscal rules and policies and recommend new or updated policies.