Administrative Specialist II - (Gainesville, FL) - Main Campus (Gainesville FL)

Classification Title: · Administrative Spec II · Classification Minimum Requirements: · Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience. · Job Description: · Exercises considerable independent judgment in managing ...

Job description

Classification Title:

Administrative Spec II

Classification Minimum Requirements:

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

Job Description:

Exercises considerable independent judgment in managing the Vice President's complex calendar and travel schedule, ensuring alignment with institutional priorities and high‑level strategic commitments. Applies and interprets university policies and procedures when evaluating scheduling requests, resolving conflicts, and coordinating logistical requirements.

Exercises delegated authority to make routine administrative decisions on behalf of the Executive Affairs Lead, providing authoritative guidance to staff, faculty, and external stakeholders based on a deep understanding of unit operations and expectations. Works closely with the Executive Affairs Lead to anticipate needs and apply the Vice President's priorities to ensure optimal use of the Vice President's time.

Coordinates special administrative projects on behalf of the Vice President for Research, requiring collaboration with multiple university departments (e.g., UFHR, UFIT, Facilities Services, Finance & Accounting). Independently identifies issues, recommends solutions, and manages project deliverables to support unit‑wide administrative effectiveness.

Provides advanced administrative and event operations support to the Executive Affairs Lead, exercising independent judgment and interpreting university and unit policies to ensure effective execution of high‑visibility meetings, programs, and special events. Acts as a liaison to internal and external partners including UF departments, building management, UFIT/AV teams, and vendors to resolve non‑routine operational issues and ensure events meet professional and safety standards. Provides authoritative guidance to staff, faculty, and visitors regarding event protocols, building policies, and administrative requirements. Supports event directors and senior administrators by anticipating operational needs, identifying potential risks or conflicts, and recommending solutions. Role requires the ability to operate a state vehicle for event‑related travel.

Represents the Office of the Vice President for Research in communications with university leaders and units campus‑wide regarding policies, scheduling, and operational expectations for UF Research spaces in Malachowsky Hall for Data Science & Information Technology. Exercises considerable judgment in managing multiple room reservation calendars and provides authoritative responses to inquiries based on a thorough understanding of unit priorities, building policies, and university procedures.

Coordinates all operational aspects of room reservations, including audiovisual support, custodial services, furniture configuration, and logistical readiness. Conducts room tours for potential users and clearly communicates usage standards, policy requirements, and space‑use guidelines. Works closely with the building manager to coordinate Lenel access and ensure appropriate security protocols are followed.

Demonstrates a high level of professionalism and delivers exceptional service to faculty, staff, and senior administrators. Ensures UF Research spaces are maintained to consistently reflect a professional, high‑quality environment aligned with the expectations of the Office of the Vice President for Research.

Support the Office of the Vice President for Research including: Supports daily operations of the Office of the Vice President for Research through a wide range of administrative functions, exercising independent judgment and interpreting university policies to ensure efficient and compliant operations. Ensures adherence to UF fiscal policies related to purchasing, PCard use, vendor payments, and event expenditures; tracks event and travel budgets and prepares financial summaries and analytical reports for leadership review.

Coordinates recruitment logistics, including candidate scheduling, travel arrangements, and documentation requirements, ensuring compliance with UF hiring procedures. Manages office operations by overseeing digital filing systems, maintaining office logistics, arranging meetings and AV support, escorting visitors, preparing meeting materials, taking minutes, coordinating travel, obtaining signatures, and drafting professional correspondence.

Compiles data, prepares reports, and reviews materials for completeness and accuracy to support executive decision‑making. Manages phone coverage, office supply inventories, constituent requests, and other operational processes to ensure the smooth functioning of the Vice President's office.

Provides additional support as needed to meet evolving office and organizational needs.

Operates with a high degree of initiative, independently planning, prioritizing, and adjusting work responsibilities to meet competing deadlines in a complex executive environment. Completes assignments with minimal direction, exercising sound judgment and interpreting policies and procedures to resolve issues and maintain workflow continuity. Clearly articulates problems, evaluates options, and recommends effective solutions. Demonstrates exceptional professionalism and discretion in interactions with university leadership, faculty, staff, and external stakeholders, consistently representing the Office of the Vice President for Research with a high standard of service and accountability.

Operates a variety of standard office equipment including a computer, telephone, fax, color printer, and scanner.

Expected Salary:

$55,000 - $65,000

Required Qualifications:

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

Valid driver's license required.

Preferred:

Experience with Microsoft Excel and Publisher.
Ability to answer a multiple phone line system in a professional manner.
Knowledge of professional office skills.
Ability to multi task.
Strong written and oral communication, with the ability to articulate and interpret information effectively.
Establish and maintain professional and effective working relations with others.
Exercise good judgment.
Strong automated-system skills; word processing, electronic mail, phone systems, and imaging documents. 
Maintain confidentiality of all information entrusted to this position.

Special Instructions to Applicants:

In order to be considered, applicants must provide a cover letter, resume and list of professional references.
 
This is not a remote work position, and is located on the University of Florida main campus in Gainesville, FL.
 
A criminal background check is required.

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

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

This position is open to current UF employees only.

Health Assessment Required:
No