Executive Administrative Specialist- UNF MedNexus

University of North Florida Alumni Association•Jacksonville, FL

About The Position

This role provides administrative, operational, and strategic support to advance MedNexus priorities. The position serves as a central coordination point for executive communications, board engagement, and leadership workflow management, while also overseeing daily operations of the MedNexus Deerwood Innovation Exchange. The ideal candidate is exceptionally organized, proactive, and polished, with the ability to manage complex priorities, anticipate needs, and operate with a high degree of professionalism and discretion in a high-visibility environment. This role also serves as a key point of presence for the MedNexus administrative offices, ensuring a welcoming, professional, and well-coordinated environment for all visitors and stakeholders.

Requirements

Associate's Degree
This position requires a background check.
In conjunction with the University's policy, this position may also require a credit check.
The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Nice To Haves

Exceptionally organized, proactive, and polished
Ability to manage complex priorities, anticipate needs, and operate with a high degree of professionalism and discretion in a high-visibility environment

Responsibilities

Manage the Associate Dean’s calendar, priorities, and daily workflow, ensuring alignment with strategic goals
Track key initiatives, deadlines, and follow-ups across MedNexus
Draft, edit, and manage professional correspondence on behalf of leadership
Maintain confidential records and communications with discretion
Coordinate Executive Faculty Board and External Industry Leadership Board engagement
Prepare agendas, briefing materials, and executive summaries
Document meeting minutes, track action items, and ensure follow-through
Serve as primary liaison between leadership and board members
Oversee daily operations and coordination of the MedNexus Deerwood site
Manage scheduling, space utilization, and logistics for meetings, programs, and events
Ensure the space is consistently prepared, professional, and aligned with MedNexus standards
Coordinate vendors, facilities, and service needs as required
Serve as the on-site lead for high-priority events, meetings, and visits
Identify opportunities to enhance the functionality, experience, and efficiency of the space
Coordinate logistics for high-level meetings, partner engagements, and signature events
Prepare materials and ensure leadership is fully briefed
Provide on-site support for key events and external engagements
Plan and coordinate all event logistics, including catering, room setup, materials, and vendor coordination, ensuring a polished and high-quality experience
Serve as a key point of contact for internal and external stakeholders
Manage and prioritize incoming communications
Ensure consistent, professional, and timely follow-through
Welcome and greet visitors to the MedNexus administrative offices, ensuring a professional, organized, and hospitable environment
Prepare executive summaries, reports, and briefing documents
Support presentations, board updates, and strategic communications
Maintain organized documentation of decisions, initiatives, and workflows
Actively manage and monitor MedNexus budgets across programs, events, and operations, ensuring alignment with strategic priorities
Track expenditures in real time, identify variances, and proactively flag risks or opportunities to leadership
Oversee purchasing, requisitions, and vendor payments, ensuring accuracy, timeliness, and compliance with university procedures
Develop and maintain budget tracking systems that provide clear visibility into spending, commitments, and remaining funds
Partner with leadership to support budget planning, forecasting, and allocation decisions
Identify opportunities for cost efficiency and resource optimization while maintaining a high-quality experience for programs and events
Prepare financial summaries and reports for leadership, board updates, and annual reporting
Ensure all financial activity adheres to university policies, grant requirements, and audit standards
Provide high-level administrative support to MedNexus team members as needed, ensuring smooth coordination across initiatives and priorities
Assist with cross-team workflow organization, project tracking, and internal coordination
Support onboarding, scheduling, and general administrative needs across the MedNexus team
Perform other duties and support special projects as assigned to advance MedNexus priorities and initiatives