Executive Leadership Administration & Support
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.
-Manage projects on behalf of their leadership, including support of leadership activities in the local, state, and national community;
-May include coordination of committees in the execution and design of these projects and the selection of appropriate solutions.
-Responsible for scheduling and abiding by project timelines, prioritizing conflicting needs, handling matters expeditiously, proactively, and following-through on projects to successful completion, often with time-sensitive and/or competing deadline pressures.
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:
-Serve as admin support for the Associate VP, Administration as well as general admin support for Health Affairs Administration;
-Coordinate with the Health Affairs Administration fiscal team on purchase orders, expenses reports and invoice payment;
-Coordinate office and business operations; provides problem-solving and resolutions for issues arising from day-to-day business;
-Assist in maintaining shared calendar content;
-Oversee purchase of office supplies, maintenance of office equipment, and other related tasks, delegating as appropriate.