Administrative Spec II

Join our team and be a part of an exciting student journey in the world of advertising and public relations!

The Agency at the University of Florida College of Journalism and Communications seeks an Administrative Specialist II to join our team. The Agency is led by professionals, staffed by students, and inspired by faculty. Reporting to the Accounts Director, the Administrative Specialist II will provide operational and administrative support, including student operations and resourcing, finances, personnel/payroll activities, events, and external communications. The role will serve as central point of contact for students and external stakeholders. This position will be adept at simultaneously handling responsibilities from multiple areas to support the day-to-day operations of the team.

If you are motivated and thrive in a dynamic environment, we encourage you to apply! The ideal candidate will have excellent communication and organization skills, a keen attention to detail, and a proactive approach to problem-solving.

This role requires a hybrid work schedule, with a minimum of three days in the Gainesville office and up to two days of remote work per week, subject to supervisor approval and in accordance with the University of Florida's Remote Work Location Policy. Employees must comply with all conditions outlined in the policy, which can be reviewed here.

What We Offer:

Competitive Salary & Benefits: Enjoy a comprehensive benefits package designed to support your health and well-being.

Professional Growth: We encourage continuous learning and provide opportunities for professional development.

Dynamic Work Environment: Join a collaborative and innovative team that values your contributions.

Responsibilities as an Administrative Specialist II:

• Managing student operations, including recruiting processes, onboarding processes, and distributing tasks to agency service teams, ensuring workload is distributed and can meet team capacities.
• Managing personnel/payroll activities for paid student staff, including reviewing time and managing schedules, budget, and appointment paperwork.
• Administering budgets for new and existing programs and supporting with financial analysis, such as income and expense forecasting. Maintaining financial accounts, including balancing account financial records, tracking disbursements, payment of invoices, expense reimbursements, travel reimbursements, implementing and completing encumbrance forms and requisitions, assisting in department purchases, processing travel expenses, and determining need and purchasing necessary office supplies for Agency use.
• Working directly with students serving as registration and drop/add coordinator for immersion courses, referring students to appropriate academic and advising resources such as the PATH advising office and departmental faculty for more comprehensive advising.
• Organizing, digitizing, maintaining, and properly archiving Agency records. Managing physical office space to create and maintain a welcoming environment for optimal workflow and proper storage.
• Provide administrative support to the management team and other staff members.
• Coordinate schedules, meetings, and appointments.
• Manage communication and correspondence, including emails and phone calls.
• Assist with the organization and execution of agency events and projects.
• Serve as the primary point of contact for students.
• Prepare and distribute reports, presentations, and other documents.

Perform other administrative tasks as needed to ensure smooth office operations

About the College of Journalism and Communications:

We are a leader in journalism, communications, and media production, with accreditation from the ACEJMC. Our college fosters a creative environment through four departments: Advertising, Journalism, Public Relations, and Media Production, Management, and Technology. Learn more about us. https://www.jou.ufl.edu/this-is-cjc/

About The Agency:

The Agency is a full-service strategic communications firm specializing in research-based advertising, public relations, and communications. The Agency provides hands-on, immersive learning for approximately 120 students each year who work with industry professionals on Fortune 50 & 100 brands, national and international agencies. Learn more about The Agency: https://theagency.jou.ufl.edu/

Experience Gainesville:

Gainesville is a vibrant community with a rich cultural scene, beautiful parks, and a strong sense of belonging. Home to the University of Florida, it offers an exciting mix of education, healthcare, and cultural events. Enjoy easy access to public transit, an airport, and recreational activities, including championship golf. Explore Gainesville! https://www.youtube.com/watch?app=desktop&v=e_7nUKAFanM&skip_registered_account_check=true

Salary commensurate with experience

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

• Strong project coordination skills.
• Ability to manage multiple priorities with demonstrated organizational skills and attention to detail.
• Ability to thrive in a fast-paced, goal-oriented team environment; efficient and collaborative.
• Experience engaging with students.
• Strong problem solving and critical thinking skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Outlook, Word, and Excel.
• Experience in resource planning, scheduling, or coordinating cross-functional teams in a professional or academic setting is a plus, as is familiarity with project management tools such as Monday.com, Asana, or Trello.
• Demonstrated success in a collaborative, dynamic environment with multiple priorities and stakeholders.
• Communications or marketing agency experience would also be a plus.

Ready to Apply?

Please submit your resume and cover letter online via Careers at UF.

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

If an accommodation due to a disability is needed to apply for this position, please call (352) 392-4621 or the Florida Relay System at (800) 955-8771 (TDD).

For additional questions or more information, please contact search panel chair Mark Rottensteiner at mrottensteiner@ufl.edu.

Degrees earned from an educational institution outside of the United States are required to be evaluated by a professional credentialing service provider approved by the National Association of Credential Evaluation Services (NACES), which can be found at http//www.naces.org/. The application packet will be submitted as one PDF file through the UF Jobs website at https://jobs.ufl.edu/. All candidates for employment are subject to a pre-employment screening, which includes a review of criminal records, reference checks, and verification of education.

The University of Florida is an Equal Opportunity Employer. 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 also aspects of employment including recruitment, hiring, promotion, transfers, discipline, terminations, wage and salary administration, benefits and training.

Florida’s Government-in-the-Sunshine Laws require that all documents relating to the search process, including letters of application, nomination and reference, be available for public inspection.