Administrative Specialist II

University of Florida • Gainesville, FL

2d

About The Position

This role provides comprehensive administrative and executive support, including managing calendars, coordinating meetings and events, handling correspondence, and maintaining records. The position also involves general office management, supervising student staff, and ensuring compliance with university policies and relevant laws.

Requirements

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

Nice To Haves

• Bachelor’s degree 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

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level