| Job Description: |
The Administrative Specialist II will report directly to the Director of the Center for Advancing Faculty Excellence (CAFE), and also supports the Assistant Director of Faculty Engagement. The position provides comprehensive clerical and administrative support to CAFÉ, especially as this division is being built from the ground up. This position will be the only administrative support to coordinate the scheduling and maintaining of calendars, coordinating meeting logistics, and assisting with day-to-day operational needs. In addition, this role serves as the first point of contact for the CAFE Office; greeting and assisting visitors, faculty, staff and students.
About This Role:
Executive and Calendar Support
- Provide high-level administrative support to the Director and Assistant Director within CAFE, ensuring the efficient management of their calendars and daily operations.
- Coordinate and schedule complex meetings, recurring engagements, and special events, often involving multiple stakeholders.
- Proactively manage competing priorities, anticipates scheduling needs, and communicates changes promptly to all participants.
- Prepare and distribute supporting materials in advance of meetings.
- Maintain confidentiality, exercises sound judgment, and ensures that all interactions and scheduling align with College of Medicine and CAFE priorities
Administrative Management
- Provides comprehensive clerical and operational support for CAFÉ activities and initiatives; as requested by the Director and Assistant Director.
- Manage the coordination of logistics for meetings, events and faculty searches, ensuring all details are executed professionally and efficiently.
- Coordinating logistics and operational support for meetings, events, and activities. Managing hospitality arrangements to ensure a positive and seamless experience for participants. Preparing, reviewing, and distributing communications and related materials as needed.
- Overseeing general administrative operations, including supplies, deliveries, and other support functions for CAFÉ. Assisting with visitor engagement, onboarding support, and the implementation of CAFÉ-led programs and initiatives.
- Manages the flow of incoming and outgoing mail and materials to ensure timely and organized distribution.
Office Development Administration
- Supports the build-out of new CAFÉ processes and administrative workflows by organizing materials, tracking details, and helping ensure components come together smoothly.
- Assists with assembling and coordinating the foundational elements of the initiative, including preparing documents, gathering information, and facilitating communication as needed.
- Helps organize and maintain the administrative pieces required for the build of CAFÉ and its development, ensuring tasks and materials are completed and aligned as the progress happening.
Front Office and Visitor Support
- Serves as the first point of contact for the CAFE Office, greeting visitors in a courteous and professional manner.
- Provides information, directs guests to appropriate personnel or locations, and ensures a welcoming office environment.
- Ensure all materials are routed appropriately and that office records are maintained with accuracy and confidentiality.
- Demonstrate strong communication and customer service skills in all interactions with faculty, staff, students, and external partners.
About the College of Medicine:
The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of community, the College of Medicine plays a pivotal role in shaping the future of medicine.
For more information about the College of Medicine and its programs, visit College of Medicine.
We Offer Exceptional Benefits:
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
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| Preferred: |
The ideal candidate will possess:
- Strong verbal and written communication skills, with the ability to interact professionally with a variety of stakeholders.
- Demonstrated proficiency with standard office technologies, including Microsoft Office Suite (Word, Excel, Outlook), email, and web-based applications.
- Solid understanding of office operations and administrative best practices, including organization, scheduling and document management.
- Proven ability to plan, prioritize, and manage multiple tasks in a fast-paced environment while maintaining strong attention to detail.
- Demonstrated ability to build and maintain positive working relationships with colleagues, leadership, and external partners.
- Must be self-motivated and comfortable working independently as a team member.
- Ability to manage and maintain confidential or sensitive information.
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