Administrative Spec I

Bachelor's degree; or an equivalent combination of education and relevant experience.

The Administrative Specialist I position in the Office of the Provost and Executive Vice President for Academic Affairs will provide preeminent customer service and administrative support to the office. The individual must present a professional demeanor and attitude, maintain a high level of confidentiality, and exercise independent and prudent judgment when completing assigned tasks and responsibilities. This is a highly visible position acting as a liaison to the public and the university community which will require a general understanding of the university and the office. 

Provides administrative and operational support to the Office of the Provost which includes communications, office operations, records, events, and travel to ensure the office runs efficiently and professionally. 

Key Responsibilities: 

Communications: Serves as the first point of contact for visitors to the office suite, welcoming and providing initial assistance and direction. 

Answers and routes calls, takes messages, handles inquiries, and assists visitors. Drafts and distributes correspondence and ensures written communications are accurate and professional. 

Office Management: Maintains the office, including supplies and equipment; manages the conference room; place work orders and coordinates with Facilities Services and TSS. Building Emergency Coordinator for the office. Maintain supplies for kitchen and ensuring kept tidy at all times. 

Records and Inventory: Oversees office inventory, maintains access key records, and ensures common areas of the office suite are neat, clean and well maintained. 

Technology & Systems: Monitors the AED machine monthly and provides backups for office websites using T4. 

Travel Coordination: Arranges travel, including reservations and itineraries; submits requests and processes expense reports and reimbursements. 

Copy & Supply Management: Manages the copy machine, places service calls, and maintains supplies and the copy room. 

Events & Meetings: Coordinates quarterly lunches and holiday events, including invitations, ordering, setup and cleanup. 

Committee Support: Maintain databases of committee assignments and liaisons with university offices to ensure information is correct and distributed appropriately. 

Backup Support: Serves as backup for the Executive Assistant III, including committee appointments, communication, websites, calendar management, meeting support and minute taking. 

Commensurate with education and experience. 

This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave. 

Administrative experience and familiarity with the roles of academic leaders (chairs, directors, and deans) in order to effectively and proactively provide the level of professional assistance.

Excellent written and verbal communication skills necessary.

Excellent computer skills with demonstrated knowledge with learning new programs and competence in project management skills.

Excellent interpersonal skills preferred.

Maintain strict confidentiality at all times and a willingness to perform administrative services such as answering the phones, making calls and recording/taking minutes.

Interact with the public in a sensitive and professional manner.

Punctual and maintains an excellent attendance record.

Polished professional with a commitment to providing excellent customer service.

Ability to establish and maintain effective working relationships with others.

Highly organized with an ability to handle multiple tasks efficiently and timely.

Strong computer skills in Microsoft Office applications.

Proofreading and editing skills. Knowledge of UF office procedures and practices.

Previous experience working in an Executive, VP’s or Dean’s office - a plus.

Knowledge of PeopleSoft applications.

Ability to learn and become proficient in new tasks quickly. 

In order to be considered, applicants must upload a cover letter, a resume and a list of professional references.  

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.