Administrative Specialist I

Administrative Specialist I

Job No : 537466

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

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

Department : 60470000 - AG-WILDLIFE ECOLOGY - CONSERV

Job Description

Classification Title :

Administrative Specialist I

Classification Minimum Requirements :

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

Job Description :

This multi-functional position supports the overall operations of the Department of Wildlife Ecology and Conservation (WEC), providing direct administrative and academic coordination. Serving as the primary contact for the Chair's office, the role facilitates communication with WEC personnel, UF units, external agencies, and visitors. It oversees graduate program support from admission through graduation, excluding HR onboarding, and manages departmental logistics including events, supplies, equipment, and shared room reservations with SFRC.

This position provides comprehensive administrative support to the Office of the Chair in the Department of Wildlife Ecology and Conservation. Key duties include managing correspondence, confidential records, meeting schedules, and travel arrangements, as well as coordinating tenure and promotion processes, annual faculty evaluations, and departmental events. The role also involves recording minutes at monthly faculty meetings and assisting with logistics for off-campus meetings.

This position serves as the primary liaison between the WEC graduate program, the UF Graduate School, and the IFAS Dean for Graduate Programs, ensuring effective communication and compliance with institutional policies. It oversees all aspects of graduate admissions, supports applicants and faculty, and manages student services from admission through graduation. Responsibilities include maintaining the graduate program website, assisting with registration and academic procedures, processing petitions, and responding to inquiries. The role works closely with the Chair, Graduate Coordinator, Ast Director and IT staff to ensure timely updates to program communications and resources.

Under the direction of the Chair and Asst Director of Administrative Services, this position supports faculty reporting and academic documentation processes. Key duties include preparing faculty assignment reports, assisting with semester effort reporting, and coordinating tenure and promotion materials and annual evaluations. The role also maintains and updates departmental publication records using EndNote to compile WEC's annual publications report for submission to college leadership.

This position serves as the departmental liaison for a variety of operational and communication activities. Responsibilities include coordinating faculty voting via Qualtrics, distributing seminar and milestone announcements, managing mail distribution, supply orders, and parking decals, and overseeing room reservations in collaboration with SFRC. The role also maintains calendars for equipment and travel, assists with facilities tasks such as work orders and key allocations, supports IT staff with personnel posters, and organizes logistics for the annual WEC BBQ and other departmental outreach and recruiting events.

This position assists the Facilities Operations Manager with building security tasks, including locking and unlocking the WEC side of Newins-Ziegler Hall, and performs other duties as assigned to support departmental operations.

Expected Salary :

$24-26 per hour; commensurate with education and experience

Required Qualifications :

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

Preferred :

Preference will be given to candidates with documented experience using PeopleSoft and Microsoft Office Suite (e.g., Excel, Word). Ideal candidates will demonstrate strong attention to detail, critical thinking, and the ability to prioritize tasks effectively. Excellent verbal and written communication skills, professionalism, and sound decision-making are essential. The ability to work independently, manage multiple responsibilities, and meet deadlines is highly valued.

Special Instructions to Applicants :

Applicants must submit :

• A cover letter
• Resume or CV
• Contact information for three 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 : 19 October 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537466

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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