Administrative Specialist I at University of Florida in Gainesville, Florida

Posted in Other 11 days ago.

Job Description:

Administrative Specialist I

Job No: 524705

Work Type:

Location: Main Campus (Gainesville, FL)

Categories: RealCat

Department: 32010100 - PH-COP DEAN'S OFFICE

Job Description

Classification Title:

Administrative Specialist I

Job Description:

The College of Pharmacy is seeking an experienced Administrative Specialist 1to assist in managing office operations within the Dean's Office under the direct supervision of the Administrative Specialist III. This position will primarily support the Associate Dean's with various administrative duties including but not limited to scheduling and managing multiple calendars, prioritizing numerous meeting requests, managing travel logistics for the Associate Dean's and Dean's office guests, and other various administrative projects as assigned. This position requires the ability to successfully multi-task numerous operations and events simultaneously, with minimum supervision and maximum accuracy. The incumbent must possess a calm, professional demeanor, be a self-starter, and exercise good judgment in dealing with senior administrators, faculty, staff, and students.

Dean's Office Administrative Support

The Administrative Specialist serves as one of the first contact points for the Dean's Office. Responsibilities include, but are not limited to:

  • Schedule and assist the Dean and Associate Deans with coordinating meetings by reserving rooms, arranging video/phone conferencing, communicating with the meeting attendees, taking minutes, and placing catering orders, if needed.
  • Coordinate faculty recruitment, including arranging flights, hotel reservations, transportation, coordinating interview schedules, and assisting candidates during their visit.
  • Coordinate the college's Research Showcase keynote speaker and monthly seminar speakers' travel and schedule.
  • Assist Student Affairs with prospective PharmD student interviews by reserving rooms and coordinating the interview dates and times for other college faculty.
  • Assists events office team with coordination of college events.
  • Works in partnership with the Commencement Coordinator of the President's Office by sending calls for commencement marshals each semester and scheduling training for the marshals.
  • Coordinates PROSPER application submissions and review meetings.
  • Coordinates research committee meetings and communications
  • Provides administrative support for various college committees
  • Provide administrative support for special projects for all Associate Deans as requested

General Office

The Administrative Specialist is responsible for general office support, including:
  • Greets callers and visitors and handles their inquiries
  • Scheduling conference rooms
  • Collects and distributes mail and packages for office
  • Replying to correspondence on behalf of Associate Deans (primary) and Dean (as the backup to the Dean's assistant)
  • Assisting the Communications Director by updating portions of the college website using WordPress.

Travel and Fiscal

Coordinates and arranges travel for the Dean's Office, such as payment of registration fees within stated guidelines, transportation arrangement, lodging, arrangement of special meetings, and receptions hosted by the Dean's office. Duties include:
  • Generates and processes travel authorizations and travel reimbursements.
  • Assists with travel arrangements for external stakeholders, including coordinating schedules, reservations for flights, hotels, transportation, registration for meetings, and any additional duties as assigned.
  • Manages fiscal processes according to State of Florida statutes, UF policies, and procedures in conjunction with the college's shared services center.

Expected Salary:

Commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:

The ideal candidate will possess the following:
  • Experience at UF as an administrative assistant to faculty in leadership roles
  • Knowledge of UF travel and Pcard policies
  • Critical thinking skills, analytical and problem-solving skills
  • Ability to maintain confidentiality
  • Must understand and practice excellent customer service
  • Must possess a professional attitude conveyed in all interactions, communications, and appearance—ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments.
  • Self-motivation and the ability to work independently
  • Strong interpersonal skills (teamwork, responsibility, patience, empathy, and leadership)
  • Experience in Outlook, Word, PowerPoint, WordPress, Excel, and Qualtrics and the aptitude to learn and become efficient in new software as required

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of at least 3 professional references.

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.

This position is housed in the HPNP Building on UF Main Campus in Gainesville, FL and is not eligible for remote work.

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

Health Assessment Required:

Advertised Salary:

Minimum Requirements


Preferred Qualifications


Special Instructions to Applicants


Health Assessment Required: $Health

Applications Close: $Closes

To apply, visit

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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