Administrative Specialist II

University of Florida•Gainesville, FL

4d•$56,000 - $60,000

About The Position

This position serves as an Executive Administrative Support role, acting as the primary point of contact for executive-level administrators. The role involves professionally managing communications, coordinating high-level meetings, managing complex calendars, and preparing presentations and supporting documentation. It also includes managing the travel process, ensuring compliance with university policies, and conducting research to compile concise reports. Additionally, the role involves event coordination for meetings, conferences, and special events, including managing logistics, budgets, and vendor payments. General administration and office management duties include overseeing daily operations, managing supplies, training student staff, maintaining filing systems, and ensuring compliance with laws and policies. Special projects and other duties as assigned are also part of the role.

Requirements

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

Nice To Haves

Bachelor’s degree in business administration, hospitality, or related field
Experience in providing executive-level administrative support to senior leaders
Experience with managing projects and programs including task planning and prioritization, budget and timeline management, completing project or program deliverables
Knowledge of administrative and office management principles and practices
Demonstrated proficiency with communication (verbal and written) with the ability to effectively prepare correspondence and administrative reports
Proficiency with Microsoft Office applications
Demonstrated ability to work independently with minimal supervision, exercising sound judgement, discretion, and initiative in managing assigned responsibilities
Demonstrated ability to work as a member of a team in a collaborative environment
Ability to work well and communicate with various levels of faculty and staff
Ability to function effectively in a fast-paced environment with frequent interruptions
Excellent ability to plan, remain organized, and attention to detail
Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures

Responsibilities

Serve as the primary point of contact for executive-level administrator, professionally managing phone calls, visitors, and general correspondence exercising discretion and sound judgement in determining appropriate responses, routing, and follow-up; communication may be confidential in nature
Provide comprehensive executive support by managing complex calendars, coordinating high level meetings, and resolving scheduling conflicts
Coordinate development of agendas, briefing materials, preparing presentations, and assembling supporting documentation
Manage the travel process when traveling on behalf of the university including but not limited to processing travel requests, creating travel authorizations, and expense reimbursement
Ensure compliance with university policies and maintain records for executive-level staff regarding travel, trainings, purchases, and other administrative functions
Conduct research and benchmarking activities; compile, analyze, and synthesize information from multiple sources into concise reports, executive summaries, briefing documents, and presentations
Coordinate responses to requests for information, ensuring accuracy, completeness, and timely submission while collaborating with campus partners
Plan, coordinate, and execute meetings, conferences, student special events, and staff retreats on behalf of senior leadership
Manage event logistics including but not limited to: venue reservation, catering, transportation, equipment rental, and other services as needed
Serve as the on-site coordinator for assigned events by overseeing setup, vendor coordination, event materials, and troubleshooting operational issues
Track event expenditures, reconcile expenses, process vendor invoices and payments, and maintain accurate financial records in accordance with university policies
Serves as a point of contact for development events; assist with event logistics, spaces and staffing
Coordinate day-to-day office operations including managing administrative processes, basic technology need coordination, and serves as a point of contact for facilities needs
Monitors office supply inventory and supply needs and ensure essential materials are available for daily operations
Recruits, trains, and manages front desk student staff establishing priorities, workflows, and performance expectations
Develop and maintain an effective filing system; keep files up-to-date, organized, and cross-referenced as needed
Routinely update, scan, and purge documents and within guidelines of the University and state law
Interpret federal and state laws, rules, regulations, University and department/college policies and procedures and ensure compliance
Develop reports, handle special projects and other duties as assigned