Administrative Specialist II

Apply now Job no: 527396
Work type: Staff Full-Time
Location: Lake
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Grant or Research Administration
Department:29680302 - MD-CTSI-VILLAGES HEALTH CRC

Classification Title:

Administrative Spec II

Job Description:

Program(s) Administrative Duties

  • Greet and assist visitors, faculty and students, refers inquiries to appropriate program area and/or staff, serves as liaison with other university departments and external agencies.
  • Provide general administrative support and customer service to include conducting day-to-day operations of the center such as answering phones, distributing incoming and outgoing mail, printing, scanning, copying, and preparing reports.
  • Interact with study participant’s via phone and in person to include appointment reminders, study follow up, and general inquiries.
  • Works closely with leadership in supporting center events, travel and professional development initiatives.
  • Ensures that the center is well stocked with supplies, tracks and orders supplies as needed for day-to-day operations as well as special events.
  • Assists with special projects and communications to include collecting and editing content for the Center’s website and social media platforms, manages and creates content for electronic billboard, manages electronic and paper files and other relevant materials related to the website.
  • Compiles data used for decision-making and discussion/meetings of Director, staff and select outside individuals on administrative matters.
  • Assists with the coordination of the Centers meetings, including preparation of meeting materials, maintenance of meeting minutes and upkeep of the center members’ database.
  • Effective organization of information resources that facilitate collaboration and productivity of Center staff, including preparation of staff meeting agendas, advancing use of shared calendars, directories and other UF cloud tools.


Programs and Budgeting

  • Maintains Excel budget workbooks to accurately track and reconcile expenditures.
  • Coordinates with CTSI Finance and Administration to process PCard charges, purchase orders, invoices, and any other financial related business necessary.
  • Maintains Excel budget workbooks to accurately track and reconcile fleet vehicle expenses and maintenance.
  • Responsible for confidential information relating to the Director’s office including research and fiscal records.
  • Coordinates with the Director of Operations for the preparation of the annual budget, forecasting budget requirements (personnel, other) using UF’s Enterprise Reporting, Enterprise Analytics, and other tools as necessary


Assistance to Leadership

  • Perform a variety of duties as assigned by the Director and leadership according to the daily needs and operation of the Center. This includes performing errands, scheduling meetings and interviews, and assisting with special projects.
  • Work with senior research coordinators on research project tasks such as data entry, data reporting, participant scheduling, focus group preparation and other duties as needed.
  • In the absence of the Administrative Specialist, employee is cross-trained to provide office coverage, including but not limited to approving payroll, scheduling meetings, and assisting the Director as needed.
Expected Salary:

$50,000 - $60,000

Minimum Requirements:

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

Preferred Qualifications:
  • Knowledge of office procedures and practices
  • Knowledge of the principles and techniques of effective verbal and written communications
  • Knowledge of personal computer and word processing, spreadsheets and database management
  • Ability to organize and maintain records
  • Ability to understand and apply applicable rules, regulations, policies and procedures;
  • Ability to deal with the public in a tactful and courteous manner
  • Ability to work independently
  • Ability to utilize problem-solving techniques
  • Ability to plan, organize and coordinate work assignments
  • Ability to communicate effectively verbally and in writing
  • Ability to establish and maintain effective working relationships with others
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

The University of Florida 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.

This is a time-limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

Health Assessment Required: No


Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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