Executive Administrative Specialist- UNF MedNexus

University of North Florida • Jacksonville, FL

2d

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

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree