Administrative Specialist I

Job Description

The Administrative Specialist I provides essential administrative and operational support within the College of Public Health and Health Professions (PHHP) Dean's Office. This is a highly professional position that serves as a key point of coordination for daily office activities and supports leadership, faculty, staff, students and visitors to ensure efficient and professional operations.

The incumbent provides direct administrative support including scheduling, coordination of meetings, administrative processing and coordination of travel to members of PHHP leadership including: Associate Dean for Research, Associate Dean for Educational Affairs, Associate Dean for Undergraduate Programs, Associate Dean for AI and Innovation, Executive Director of Finance and Administration.

Administrative Support

Responsible for calendar assistance, which may include scheduling meetings, coordinating meeting logistics (such as booking the room, ordering food, cleaning up the space etc), and preparing documents and/or relevant meeting materials.

Routine correspondence management including drafting and proofreading documents such as letters, reports, forms, and various internal and external correspondence. Manage and maintain proper filing system for documents. Ensure templates remain updated. Request reports as applicable and appropriate. Execute mail merge requests.

Dean's Office Operations and Coordination

Serves as the primary receptionist and the front-facing point of contact for the Dean's Office.

Fiscal

Manages travel for the Associate Deans and Executive Director of Finance and Administration. Responsible for travel arrangements, preapprovals, authorizations, expense reports and preparation of necessary travel documents and reimbursements.

Responsible for management of an individual UF Procurement card (PCard), ensuring compliance with purchasing guidelines, obtaining preapprovals, following purchasing guidelines, and reconciling transactions in a timely manner.

Backup Support

Serves as backup support to the Executive Assistant II and assists with scheduling, meeting coordination and document preparation related responsibilities in times of absence or unavailability.

Event Planning

Plans, coordinates, and executes the annual Delta Omega Public Health Honor Society Induction college wide ceremony to include coordination of application and selection process, ceremony logistics, communication, budget, and event design.