OPS Administrative Specialist - Office of the Dean

Office of the Dean • Gainesville, FL

2d • $30

About The Position

The OPS Administrative Specialist position serves as the principal assistant to the Dean and performs a variety of administrative duties requiring coordination with representatives of the College of Medicine, the Health Science Center, the University of Florida, UF Health, and external state, federal, and local agencies. The incumbent in this position is responsible for managing the Dean’s calendar and supporting the Dean’s day-to-day activities. This position is responsible for administrative activities within the Dean’s Office and assists with the development, evaluation and implementation of policies and procedures for the Office of the Dean. About this Role: Provides executive-level administrative support to the Dean, including managing a complex calendar, coordinating daily activities, preparing meeting materials, and ensuring the Dean is fully briefed for meetings and engagements. Plans and coordinates high-level meetings, events, and retreats, including scheduling, venue coordination, catering, vendor management, agenda preparation, and meeting minutes. Serves as a liaison for the Dean’s Office, coordinating initiatives and communications with College of Medicine leadership, UF Health, university leadership, governmental agencies, and external partners. Manages executive correspondence and inquiries, reviewing and routing communications, drafting responses for sensitive matters, and serving as the primary point of contact for visitors and stakeholders. Supports special projects and office operations, including preparing briefing materials, coordinating faculty candidate and guest visits, arranging travel, and managing expenses, reimbursements, and office-related purchases.

Nice To Haves

• Knowledge of appropriate state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations.
• Experience working as an administrative assistant to a senior management level position.
• Knowledge of Microsoft Office and PeopleSoft software helpful.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently.
• Ability to plan, organize, and coordinate work assignments.
• Ability to communicate effectively, both verbally and in writing.

Responsibilities

• Provides executive-level administrative support to the Dean, including managing a complex calendar, coordinating daily activities, preparing meeting materials, and ensuring the Dean is fully briefed for meetings and engagements.
• Plans and coordinates high-level meetings, events, and retreats, including scheduling, venue coordination, catering, vendor management, agenda preparation, and meeting minutes.
• Serves as a liaison for the Dean’s Office, coordinating initiatives and communications with College of Medicine leadership, UF Health, university leadership, governmental agencies, and external partners.
• Manages executive correspondence and inquiries, reviewing and routing communications, drafting responses for sensitive matters, and serving as the primary point of contact for visitors and stakeholders.
• Supports special projects and office operations, including preparing briefing materials, coordinating faculty candidate and guest visits, arranging travel, and managing expenses, reimbursements, and office-related purchases.

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed