Administrative Specialist III

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The UF Health Cancer Institute is the 72nd NCI designated cancer center and the only one at a public university in the State of Florida. As a matrix cancer center, we span all of the University of Florida's 16 colleges, pulling together a world-class, multi-disciplinary membership of over 350 faculty and 150 staff to address the challenges of the cancer burden faced by the population we serve as we work together to find a cure. As the Manager of Administrative Support and Executive Assistant to the Director at the UF Health Cancer Institute (UFHCI), you will be responsible for executive-level workflow management and the coordination of a broad range of high-level administrative, financial, and project management functions in support of the Institute Director. In your new role you will be responsible for the following: Provide high-level executive support to the Institute Director by managing complex calendars, coordinating meetings and travel, preparing agendas and presentations, drafting correspondence, and serving as a trusted liaison with internal and external stakeholders. Lead and oversee the Administrative Services team by managing daily operations, supervising staff, developing policies and standard operating procedures, coordinating onboarding and training, and supporting recruitment and performance management activities. Oversee executive-level events, advisory board meetings, and special initiatives by coordinating logistics, managing budgets, ensuring seamless execution, and collaborating with leadership, finance, and administrative teams. Support executive fiscal and operational activities by coordinating purchasing, travel reimbursements, budget administration, vendor management, financial documentation, and special projects that advance the strategic goals of the UF Health Cancer Institute. This is a senior-level administrative leadership position, ideal for candidates with significant experience providing executive-level administrative support, managing administrative operations, supervising professional staff, and coordinating complex projects in a fast-paced academic, healthcare, or research environment. A complete job description will be provided to candidates selected for interview.

Requirements

Eight years of relevant experience, preferably alongside a Bachelors' degree in an appropriate area.
Experience providing high-level administrative or executive support in a complex, fast-paced professional environment.
Experience coordinating multiple priorities, managing complex calendars, meetings, travel, and confidential communications.
Excellent organizational, project management, and time management skills with the ability to manage competing priorities and meet deadlines.
Strong written and verbal communication skills, including preparing correspondence, presentations, meeting materials, and reports.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with the ability to handle confidential information using sound judgment and discretion.
Valid driver’s license required.

Nice To Haves

Master's degree in Public Administration, Business Administration, or a related field.
Five or more years of executive support experience in a healthcare, academic, or research environment, preferably supporting senior leadership.
Experience supervising administrative staff, leading teams, or completing formal leadership or management training.
Experience planning and executing meetings, conferences, and special events, including budgeting, contracting, vendor management, and logistics.
Professional, resourceful, and adaptable with exceptional judgment, integrity, and discretion.
Collaborative leader who builds strong relationships with executives, faculty, staff, and external partners.
Forward-thinking and proactive, with a commitment to delivering exceptional customer service and continuous process improvement.
Highly organized with the ability to remain composed and effective in a fast-paced, deadline-driven environment.
Demonstrated ability to independently manage complex projects while collaborating across multiple departments and stakeholder groups.
Strong leadership, decision-making, and problem-solving skills with the ability to anticipate needs and develop effective solutions.
Experience developing executive presentations, reports, and high-level communications with exceptional attention to detail.
Demonstrated ability to strategically plan, prioritize, and successfully manage multiple initiatives while maintaining confidentiality and professionalism.

Responsibilities

Provide high-level executive support to the Institute Director by managing complex calendars, coordinating meetings and travel, preparing agendas and presentations, drafting correspondence, and serving as a trusted liaison with internal and external stakeholders.
Lead and oversee the Administrative Services team by managing daily operations, supervising staff, developing policies and standard operating procedures, coordinating onboarding and training, and supporting recruitment and performance management activities.
Oversee executive-level events, advisory board meetings, and special initiatives by coordinating logistics, managing budgets, ensuring seamless execution, and collaborating with leadership, finance, and administrative teams.
Support executive fiscal and operational activities by coordinating purchasing, travel reimbursements, budget administration, vendor management, financial documentation, and special projects that advance the strategic goals of the UF Health Cancer Institute.