The Agency Administrative Services Manager

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The Agency Administrative Services Manager position at the University of Florida College of Journalism and Communications provides operational and administrative leadership for The Agency, a dynamic environment where students gain hands-on experience working on real-world communications projects. This role will manage office operations and physical space, coordinate student staff operations and human resources activities, oversee financial and personnel processes, support events and external communications, and serve as a central point of contact for students, clients, university partners, and other stakeholders. The ideal candidate is a highly organized and collaborative professional who can manage competing priorities, solve problems, coordinate resources, and keep complex operations running smoothly. This role is well suited for someone who enjoys working with people, supporting students, managing details, and contributing to a creative, goal-oriented team.

Requirements

Bachelor's degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Strong project coordination, organizational, and time-management skills, with exceptional attention to detail and the ability to manage multiple priorities.
Ability to thrive in a fast-paced, goal-oriented, and collaborative environment while effectively managing competing priorities and stakeholder needs.
Experience supervising staff and supporting students, with the ability to coordinate resources, schedules, and cross-functional teams.
Strong problem-solving, critical-thinking, decision-making, and communication skills, both written and verbal.
Proficiency with Microsoft Outlook, Word, and Excel, with familiarity using project management tools such as Monday.com, Airtable, Asana, or Trello.
Experience in resource planning, scheduling, or coordinating teams in a professional or academic setting; experience in communications, advertising, marketing, or a creative agency environment is a plus.

Responsibilities

Lead student staff operations by recruiting, hiring, onboarding, scheduling, supervising, and managing performance; develop staffing plans and allocate student resources based on project needs, skills, and capacity.
Coordinate HR and payroll functions for student employees, including timekeeping, appointments, scheduling, budgets, and personnel matters, in partnership with the College HR team.
Manage financial and administrative operations, including account reconciliation, invoices, reimbursements, travel expenses, purchasing, requisitions, encumbrances, and office supply needs.
Support students and serve as a central point of contact for The Agency by coordinating immersion course registration, connecting students with academic resources, managing calendars and inquiries, and liaising with College departments, university partners, clients, and external stakeholders.
Oversee Agency records, workspace, meetings, and events by maintaining organized files and physical space, coordinating stakeholder meetings and events, and supporting efficient day-to-day operations and workflows.