Administrative Specialist III

University of Florida•Gainesville, FL

17h•$63,000 - $70,000•Onsite

About The Position

The Administrative Specialist III serves as the lead administrative position in the Department of Biology. The position coordinates day-to-day administrative operations, provides guidance on departmental and university processes, manages competing priorities, and supports the department’s teaching, research, and service missions.

Requirements

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

Nice To Haves

Experience coordinating human resources or personnel administration in a higher education, academic, research, or complex office environment.
Knowledge of University of Florida administrative systems, policies, and procedures.
Experience with recruitment, onboarding, appointments, personnel records, position descriptions, employment documentation, and HR-related routing processes.
Experience coordinating administrative office operations and providing work direction to others.
Ability to interpret and apply policies, procedures, and guidelines.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills.
Ability to work independently, exercise sound judgment, and resolve non-routine administrative issues.
Experience maintaining confidential records and handling sensitive employee information.
Experience providing training, guidance, or functional supervision to administrative staff.
Proficiency with Microsoft Office, spreadsheets, databases, and university administrative systems.

Responsibilities

Coordinates departmental human resources processes in collaboration with CLAS HR, shared services, and central university offices.
Supports recruitment, onboarding, offboarding, appointment changes, position updates, and personnel documentation for faculty, staff, OPS employees, student employees, graduate assistants, postdoctoral associates, visiting appointments, courtesy appointments, and other employee groups.
Assists with position descriptions, recruitment requests, offer letter requests, appointment materials, job postings, and related personnel actions.
Tracks deadlines and ensures personnel actions and supporting documentation are completed, routed, and maintained appropriately.
Provides guidance to faculty and supervisors regarding HR processes, documentation requirements, routing expectations, and college procedures.
Maintains personnel files, recruitment materials, and other confidential HR records.
Supports leave, timekeeping, employment eligibility, payroll documentation, and related personnel administration processes.
Coordinates departmental onboarding and offboarding activities, including access, workspace, training information, equipment, and required follow-up.
Coordinates the department’s day-to-day administrative operations and office workflows.
Establishes priorities, monitors deadlines, distributes work, and follows up to ensure timely completion.
Provides functional guidance and work direction to administrative staff, student assistants, OPS employees, and other support personnel.
Serves as a primary departmental resource for office procedures, administrative workflows, and operational problem-solving.
Reviews administrative processes and recommends improvements to increase consistency, efficiency, and service delivery.
Interprets and applies university, college, and departmental policies and procedures.
Coordinates office coverage, front office support, communications, scheduling, records, and general departmental support.
Assists the Department Chair and departmental leadership with planning, documentation, coordination, and follow-up.
Coordinates administrative support for faculty affairs, teaching, graduate education, departmental governance, and college routing requirements.
Supports faculty evaluations, promotion and tenure, sabbatical requests, awards, assignments, committee activities, and departmental reviews.
Assists with academic scheduling, course-related administrative processes, and instructional support coordination.
Provides administrative support for graduate program activities, student employment processes, seminars, events, and other academic functions.
Coordinates communications, documentation, deadlines, and records associated with academic and faculty processes.
Serves as a departmental resource for faculty and staff regarding academic administrative requirements.
Coordinates departmental space, office assignments, keys, building access, and related records.
Works with facilities, information technology, building management, and other university offices to address operational needs.
Coordinates maintenance requests, equipment needs, office supplies, shared resources, and related follow-up.
Supports departmental safety, security, emergency preparedness, and continuity-related administrative processes.
Maintains records related to space, access, equipment, and departmental resources.
Prepares reports, summaries, spreadsheets, presentations, and other materials for departmental leadership.
Tracks data and deadlines related to personnel actions, administrative operations, faculty processes, and departmental activities.
Participates in special projects, process improvements, and college or university initiatives.
Identifies administrative issues, recommends solutions, and assists with implementing improved workflows.
Represents the department on administrative committees, workgroups, and cross-functional teams as appropriate.