Administrative Specialist II

University of Florida•Gainesville, FL

About The Position

Faculty Development and Administrative Support Provide administrative support to the Office of Faculty Development, the Associate Chair of Faculty Affairs and Professional Development, and assigned faculty. Schedule appointments, conferences, and meetings; prepare agendas and maintain calendars. Assist with professional development trainings and events such as new faculty orientation, mentoring programs, and CME conferences. Coordinate event planning activities, including budget preparation, CME certification, marketing, registration, and onsite logistics. Process and submit post-event CME documentation to the UF CME office in a timely manner. Support faculty recognition, wellness, and onboarding events. Develop and maintain training resources related to departmental and university policies and procedures. Visiting Professors and Lecture Series Coordination Coordinate the Chair’s Lecture Series and endowed lectures (T.W. Andersen/H.M. Perkins and Modell/Shah). Schedule all aspects of each visit, organize travel arrangements, prepare itineraries, and process reimbursements and honoraria. Faculty Evaluation and Academic Achievement Support Manage the faculty dashboard inbox to collect data for evaluations and the Faculty Academic Achievement Award (AAA) Tool. Prepare and coordinate annual faculty evaluations for the Chair. Finalize entries in the AAA Tool for the Chair and Vice Chair of Finance and Administration. Collaborate with the department communications team to ensure faculty development content is current. Serve as a resource for CV formatting and updates; maintain faculty CVs and enter information into the Faculty Enhancement Achievement System. Fiscal Activities Maintain the divisional budget and perform monthly reconciliation of financial reports. Assist with budget projections and future budget requests. Manage faculty travel, including itineraries, authorizations, reimbursements, and accommodations in UF GO. Ensure compliance with UF travel policies and complete all required travel training. Process purchasing card transactions, requisitions, and purchase orders as needed. Departmental and Faculty Support Services Serve as a member of the Faculty Support Services Team, providing coverage during staff absences. Contribute to overall departmental operations by performing related duties as assigned.

Requirements

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

Nice To Haves

Experience in higher education, faculty affairs, or academic event coordination.
Familiarity with University of Florida administrative systems (e.g., UF GO, myUFL).
Excellent organizational, communication, and problem-solving skills.
Proficiency with Microsoft Office Suite, Outlook, and virtual meeting platforms.
Ability to manage multiple priorities and deadlines in a fast-paced environment.

Responsibilities

Provide administrative support to the Office of Faculty Development, the Associate Chair of Faculty Affairs and Professional Development, and assigned faculty.
Schedule appointments, conferences, and meetings; prepare agendas and maintain calendars.
Assist with professional development trainings and events such as new faculty orientation, mentoring programs, and CME conferences.
Coordinate event planning activities, including budget preparation, CME certification, marketing, registration, and onsite logistics.
Process and submit post-event CME documentation to the UF CME office in a timely manner.
Support faculty recognition, wellness, and onboarding events.
Develop and maintain training resources related to departmental and university policies and procedures.
Coordinate the Chair’s Lecture Series and endowed lectures (T.W. Andersen/H.M. Perkins and Modell/Shah).
Schedule all aspects of each visit, organize travel arrangements, prepare itineraries, and process reimbursements and honoraria.
Manage the faculty dashboard inbox to collect data for evaluations and the Faculty Academic Achievement Award (AAA) Tool.
Prepare and coordinate annual faculty evaluations for the Chair.
Finalize entries in the AAA Tool for the Chair and Vice Chair of Finance and Administration.
Collaborate with the department communications team to ensure faculty development content is current.
Serve as a resource for CV formatting and updates; maintain faculty CVs and enter information into the Faculty Enhancement Achievement System.
Maintain the divisional budget and perform monthly reconciliation of financial reports.
Assist with budget projections and future budget requests.
Manage faculty travel, including itineraries, authorizations, reimbursements, and accommodations in UF GO.
Ensure compliance with UF travel policies and complete all required travel training.
Process purchasing card transactions, requisitions, and purchase orders as needed.
Serve as a member of the Faculty Support Services Team, providing coverage during staff absences.
Contribute to overall departmental operations by performing related duties as assigned.