Administrative Specialist II

University of Florida•Gainesville, FL

6d•$53,000 - $62,000

About The Position

The Administrative Specialist II provides administrative support for the Bob Graham Center for Public Service and serves as a key partner for the unit’s faculty, staff, students, and Director. This position is responsible for managing a broad portfolio of administrative and academic support functions that support the Center’s daily operations and long-term effectiveness. This position is well suited for a highly organized, solutions-oriented professional who can manage multiple priorities, maintain strong working relationships, and help develop efficient processes in support of a collaborative public service-focused academic unit.

Requirements

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

Nice To Haves

Ability to work independently and utilize problem-solving techniques.
A service- and solutions-oriented mindset with a proactive approach to identifying and implementing solutions.
Ability to collect, evaluate, and analyze data relating to administrative functions, i.e., accounting, budget, payroll, personnel, and purchasing.
Ability to plan, organize, and coordinate work assignments.
Knowledge of administrative principles and office procedures and practices.
Ability to communicate effectively, both verbally and in writing.
Ability to understand and apply State, University, CLAS, and Bob Graham policies and procedures.
Ability to establish and maintain effective working relationships with others.
Advanced understanding of basic office applications, including Microsoft Office.
Extensive experience and knowledge of UF and State administrative procedures as required for an academic Center.
Willingness to train and educate others on UF’s policies and procedures.
Excellent judgment, attention to detail, and problem-solving skills.

Responsibilities

Administrative Support Coordinate daily office operations for the Bob Graham Center, including front desk and general administrative support functions
Maintain operational records, databases, key and parking access, office supplies, and unit property inventory
Coordinate scheduling, room reservations, administrative reporting, and facilities-related requests
Support compliance with college and university administrative procedures and operational requirements
Academic Program Support Provide administrative support for Center programs and initiatives, including scholarship and undergraduate research-related activities
Maintain accurate records related to awards, reporting, scheduling, and academic support functions
Coordinate communications and support processes related to Center programming and course scheduling
Assist with required reporting processes, including space and faculty activity reporting needs
Financial Coordination Serve as a primary point of contact for fiscal and financial coordination within the unit
Support purchasing, invoice processing, travel and expense reimbursement, account reconciliation, and budget tracking
Assist with fiscal year planning, budget development, expenditure analysis, and spending recommendations
Coordinate contracts, procurement activity, and financial transactions in accordance with university requirements
Human Resources Support Coordinate payroll, leave, hiring, personnel changes, and separation processes for the unit
Support effort reporting and related personnel documentation
Assist with identity access, software licensing coordination, and directory maintenance
Support student assistant and OPS hiring processes
Programs and Events Coordinate logistics for Center events, workshops, public programs, conferences, and related initiatives
Support planning and implementation of student- and public-facing events
Assist with travel, scheduling, communications, materials, and other operational needs for programs and excursions