Administrative Specialist II

University of Florida•Gainesville, FL

2d•$69,000 - $75,000

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. The position administers most office operations and supervises a Receptionist. It develops and recommends workflow policies and procedures; oversees office practices for filing, records, mail, communications, scheduling, confidential materials, and visitor interactions; and manages multiple calendars and meeting requests for the Dean, Executive Associate Dean, and Executive Director. The role also provides travel and purchasing support, coordinates administrative leadership searches, oversees campus event scheduling, and manages contract submissions and execution with the General Counsel’s office. The position gathers information and prepares reports using data from university, local, state, and national sources. It coordinates college deadlines with department chairs and associate deans, manages shared conference-room scheduling and event requests, and conducts special projects that may include compiling and analyzing data. The role obtains supporting background information, citations, and statistics, prepares reports on short timelines, and may initiate preliminary report responses at the Dean’s request or in the Dean’s absence. The position communicates the college’s expertise to alumni, hospital clients, friends, corporations, and foundations, and serves as a liaison between the Dean’s office and university leadership, other deans, and veterinary colleges across the United States and Canada. It works closely with the Dean, associate deans, department chairs, directors, administrative assistants, and budget and personnel coordinators. The role requires making decisions with limited supervision, supervising staff and programs, working under pressure and short deadlines, and reviewing university and college policies. The position assists the Dean and Executive Associate Dean with staffing and budget matters, prepares and administers the Office of the Dean’s annual operating budget, and interprets administrative and fiscal rules and policies while recommending new or updated policies. This is a time-limited position.

Requirements

Bachelor’s degree and three years of relevant experience, or an equivalent combination of education and experience.
Ability to make decisions with limited supervision and work under pressure with short deadlines.
Ability to interact effectively with a wide spectrum of personalities.
Ability to supervise staff and programs.
Ability to prepare reports and review university and college policies as needed.

Nice To Haves

Knowledge of MS Office, WordPress, Adobe CS, and UFGO.
Ability to work in a highly confidential environment and manage multiple tasks in a fast-paced atmosphere.
Skill and effectiveness in collaborating with administrators, faculty, students, and staff.
Excellent writing and verbal skills.
High level of professionalism.
Ability to establish and maintain good working relationships with others.

Responsibilities

Administer most operations in the College of Veterinary Medicine’s Office of the Dean and supervise a Receptionist.
Determine workflow issues and recommend solutions, and compose office policies and procedures for new tasks.
Oversee and maintain procedures for filing, record-keeping, mail distribution, telephone and email use, computer use, scheduling, confidential materials, and visitor interactions.
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 dates, arranging travel, and preparing itineraries.
Oversee scheduling of events on the CVM campus and coordinate shared conference-room scheduling and event requests.
Manage contract execution and submit contracts and agreements to the General Counsel’s office on behalf of the College.
Gather information and prepare reports using university, local, state, and national 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 for the Dean.
Acquire background information, citations, and statistics to support reports; prepare reports on short timelines and initiate preliminary responses when requested or in the Dean’s absence.
Communicate the college’s expertise to alumni, hospital clients, friends, corporations, and foundations.
Serve as a liaison between the Dean’s office and university leadership, other deans, and veterinary colleges in the United States and Canada.
Work closely with the Dean, associate deans, department chairs, directors, administrative assistants, and budget and personnel coordinators.
Assist the Dean and Executive Associate Dean with staffing and budget matters.
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.
Supervise staff and programs, make decisions with limited supervision, and review university and college policies as needed.