Administrative Spec I

Administrative Spec I

Job No : 537562

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Office / Administrative / Fiscal Support, Veteran's Preference Eligible, Health Care Administration / Support

Department : 27011500 - HA - VP ADMIN

Job Description

Classification Title :

Administrative Spec I

Classification Minimum Requirements :

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

Job Description :

Executive Leadership Administration & Suppor t

Supporting the Associate Vice President and other assigned executive leadership, the Administrative Specialist I acts as “gatekeeper” to executive leadership, preserving the flow of information, ensuring confidentiality, and progressing Office Leadership toward ultimate goals. The incumbent is responsible for anticipating and fulfilling the administrative and operational needs of the Associate Vice President and their administrative office, providing a highly organized, efficient, and effective administrative core in support of the Office. This position will be accountable for the following in the course of their duties :

• Develops and maintains an understanding of the requirements and priorities specific to their leadership's unique role at the University of Florida, UF Health, and in the local, state, and national community;
• Manages and maintains their leadership's calendar with accuracy and consistency, provides information, and prepares their leadership for all meetings. This will include researching topics, preparing statements, and other tasks to fully prepare their leadership for their appointments;
• Coordinates calendars in order to schedule meetings, events, or specialized activities based on their leadership's availability and prioritization;
• Stay current on emerging industry issues, best practices and trends and make recommendations as there are opportunities.
• Assists the Associate Vice President with taking notes and helping to manage tasks associated with meetings and covering in their absence as needed;
• Assists the Associate Vice President with preparing agendas and other materials for required meetings;
• Manages executive travel arrangements, working alongside the Finance Team and others in the Administration to ensure that appropriate regulations and directives are followed and the needs of leadership are met;
• Completes critical aspects of deliverables with a hands-on, professional approach, including drafting personal correspondence, memoranda, and other documents in support of leadership;
• Researches and compiles information and prepares reports for, and on behalf of, their leadership as necessary to support the specific goals of the Associate Vice President;
• Coordinates appointments and cultivates relationships with essential internal and external partners, in support of Office goals and objectives;
• Screens and directs phone calls and distributes correspondence on behalf of executive leadership;
• Serves as back up to the Executive Assistant to the Executive Vice President for Health Affairs as needed.

Special Projects

Under the direction of the Associate Vice President coordinates and / or provides assistance with special projects, as assigned. May serve as overall project manager, or lead contributor, and maintains responsibility for the successful execution, presentation, and implementation of assigned projects.

Operations / Property

Manage annual scan of assets / attractive items and input surplus requests for equipment disposal for various areas within the EVPHA Office. May assist with Facilities related projects and logistics as needed. Prepare and complete university reporting on space for the Health Affairs. Will serve as backup for Building Managers under the EVPHA Office.

Payroll

Manage bi-weekly payroll notifications. Prepare timecard reports and send appropriate correspondence to correct time issues. Review preliminary and final payroll reports for accuracy. Troubleshoot payroll issues with component EVPHA units.

Office Customer Service & Operations Support

Oversee various administrative services functions :

Expected Salary : $22.98- $25.38 / hr

Required Qualifications :

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

Valid FL driver's license.

Preferred :

Knowledge of policies, procedures, and practices of EVPHA Office, HSC, and University

Ability to operate a personal computer. Proficiency in and use of PeopleSoft, Microsoft Outlook, and Word

Ability to work independently, organize and prioritize workload. Set priorities and meet deadlines.

Ability to communicate effectively verbally and in writing.

Ability to prepare correspondence in correct format.

Ability to establish and maintain effective working relationships with others.

Knowledge of effective office procedures

Ability to function independently

Ability to track and follow through on numerous projects (as needed)

Ability to apply problem solving techniques

Special Instructions to Applicants :

Please upload the following - CV or Resume, Cover Letter and 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.

Health Assessment Required :

No

Applications Close : 29 October 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537562

Our Commitment :

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

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