Administrative Specialist II
Job No: 541359
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Recreation/Event Services
Department: 04050000 - SL-DEAN OF STUDENTS
Job Description
Classification Title: Administrative Specialist II
Classification Minimum Requirements: Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Job Description:
Executive Administrative Support
- Serve as the primary point of contact for executive-level administrator, professionally managing phone calls, visitors, and general correspondence exercising discretion and sound judgement in determining appropriate responses, routing, and follow-up; communication may be confidential in nature
- Provide comprehensive executive support by managing complex calendars, coordinating high level meetings, and resolving scheduling conflicts
- Coordinate development of agendas, briefing materials, preparing presentations, and assembling supporting documentation
- Manage the travel process when traveling on behalf of the university including but not limited to processing travel requests, creating travel authorizations, and expense reimbursement
- Ensure compliance with university policies and maintain records for executive-level staff regarding travel, trainings, purchases, and other administrative functions
- Conduct research and benchmarking activities; compile, analyze, and synthesize information from multiple sources into concise reports, executive summaries, briefing documents, and presentations
- Coordinate responses to requests for information, ensuring accuracy, completeness, and timely submission while collaborating with campus partners
Event Coordination
- Plan, coordinate, and execute meetings, conferences, student special events, and staff retreats on behalf of senior leadership
- Manage event logistics including but not limited to: venue reservation, catering, transportation, equipment rental, and other services as needed
- Serve as the on-site coordinator for assigned events by overseeing setup, vendor coordination, event materials, and troubleshooting operational issues
- Track event expenditures, reconcile expenses, process vendor invoices and payments, and maintain accurate financial records in accordance with university policies
- Serves as a point of contact for development events; assist with event logistics, spaces and staffing
General Administration & Office Management
- Coordinate day-to-day office operations including managing administrative processes, basic technology need coordination, and serves as a point of contact for facilities needs
- Monitors office supply inventory and supply needs and ensure essential materials are available for daily operations
- Recruits, trains, and manages front desk student staff establishing priorities, workflows, and performance expectations
- Develop and maintain an effective filing system; keep files up-to-date, organized, and cross-referenced as needed
- Routinely update, scan, and purge documents and within guidelines of the University and state law
- Interpret federal and state laws, rules, regulations, University and department/college policies and procedures and ensure compliance
- Develop reports, handle special projects and other duties as assigned
Expected Salary: $56,000-$60,000
Required Qualifications: Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred:
EXPERIENCE & EDUCATION:
- Bachelor's degree business administration, hospitality, or related field
- Experience in providing executive-level administrative support to senior leaders
- Experience with managing projects and programs including task planning and prioritization, budget and timeline management, completing project or program deliverables
- Knowledge of administrative and office management principles and practices
SKILLS:
- Demonstrated proficiency with communication (verbal and written) with the ability to effectively prepare correspondence and administrative reports
- Proficiency with Microsoft Office applications
ABILITY:
- Demonstrated ability to work independently with minimal supervision, exercising sound judgement, discretion, and initiative in managing assigned responsibilities
- Demonstrated ability to work as a member of a team in a collaborative environment
- Ability to work well and communicate with various levels of faculty and staff
- Ability to function effectively in a fast-paced environment with frequent interruptions
- Excellent ability to plan, remain organized, and attention to detail
- Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures
Special Instructions to Applicants: In order to be considered, you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No
Applications Close: 06 October 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/541359
Our Commitment: The University of Florida is an Equal Employment Opportunity Employer.
This is a Preview Listing…
You must sign in to see the full job description, and to apply.
Manage / Upgrade this job to a Full Job Listing.
Find Your Best Opportunity
Tell them AcademicJobs.com sent you!