Administrative Specialist I

Key responsibilities Include: 

• Manage the daily operations through understanding all academic, research, and extension programs and functions for which the department’s Chair is responsible, including those administered in cooperation with other University of Florida departments, other universities, state agencies, regional and national organizations, and 67 county Extension offices throughout Florida.
• Act as primary liaison in maintaining work communication with other individuals, offices and departments as required.
• Interpret and implement procedures and policies developed and/or transmitted by the Chair.
• Perform confidential and non-routine administrative duties.
• Schedule all appointments for the Chair.
• Coordinate Chair’s conference calls, travel, and special administrative projects.
• Research and disseminate administrative information needed or requested by the Chair and Associate Chair to improve operational functions.
• Make recommendations on how to improve office procedures.
• Collaborate with the Department Chair in the development and justification of operating budget requests and approve subsequent expenditures.
• Oversee the maintenance of financial records for the unit, provide periodic reports and advising on emergency needs.
• Work with faculty on budgets, purchasing, travel, and other financial problem-solving.
• Serve as a resource for department databases.
• Collect material and collaborate with department chair and faculty with all Tenure and Promotion processes.
• Facilitate unit human resource functions and actively resolve issues within the unit. 
• Develop itineraries and coordinate travel and accommodations for interviewing faculty with the search and screen committees.
• Arrange and coordinate events and materials for academic retreats, advisory board, or other department-sponsored events.
• Oversee Space Inventory report and Asset Management. 
• Manage, receive, and survey equipment/property. 
• Ensure security for department equipment/property.
• Administer Property Inventory Reports, inventory acquisitions, and disposals. 
• Respond to technology/equipment and networking needs to resolve problems as needed.
• Create and maintain office procedural manual for on-boards new employees, grad students, and student workers.
• Receive, organize, and maintain confidential records and sensitive information.
• Maintain department state vehicles and maintains vehicle logs and maintenance schedules.
• Manage office activities.
• Member of and coordinates Space, Care and Social committees.
• Serve as Building Emergency Coordinator.
• Interpret and implement procedures and policies developed and/or transmitted by the Chair.
• Make recommendations on how to improve office procedures and policies.
• Other duties as assigned.

Normal Work Schedule: 

Monday through Friday 8:00 a.m. to 5:00 p.m. Some travel will be required for promotional and professional meetings.

$25.19 per hour; commensurate with education and experience. 

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

• Understand the necessity of accuracy and attention to detail. 
• Ability to plan, organize and coordinate work assignments and ability to revise ways of thinking and behaving to grasp new concepts.
• Understand accounting fiscal principles. 
• Knowledge of organizations vision, structure, culture, philosophy, operating principles and code of ethics.
  Ability to multi-task and work with different levels of management and staff and ability to work as part of a team.
• Able to work with minimum supervision, a self-starter.
• Excellent communication skills, oral and written.
• Maintain good working relationships with faculty, students, and staff.

In order to be considered, applicants must upload your cover letter, 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.