Administrative Specialist I

University of Florida • Gainesville, FL

2d • Onsite

About The Position

Exercise considerable judgment in managing the Vice President's complex calendar and travel schedule. Works closely under the guidance of the Executive Affairs Lead to understand and apply the Vice President’s priorities when scheduling and making adjustments to ensure maximum use of the Vice President's time. Requires the ability to be detail oriented and the ability to multitask with scheduling in multiple calendars with accuracy. Provides administrative support and event support to the Executive Affairs Lead by performing a variety of administrative duties, as needed. Event assistance may include making nametags, greeting attendees, transporting speakers and visitors, meeting caterers for food setup, audiovisual setup, event setup, and event breakdown. Requires the ability to drive state vehicle to various event locations. Serves as primary contact for reservations of UF Research space in Malachowsky Hall for Data Science & Information Technology. Exercises considerable judgment in managing multiple room reservation calendars. Arranges for audio visual assistance, room cleaning, furniture movement, and other arrangements as necessary for these rooms. Provide room tours to potential room users and explain room policies. Work with the building manager to schedule Lenel locking system access as necessary for use of rooms. Exercise considerable professionalism and deliver a high level of service when working with room users many of which are university administrators. Ensures that UF Research space in Malachowsky Hall for Data Science & Information Technology is maintained to present a professional image for UF Research and the university. 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. Responsibilities include managing office logistics, maintaining digital filing systems, arranging meetings and AV support, escorting visitors, preparing meeting materials, taking minutes, coordinating travel arrangements, obtaining signatures, and drafting correspondence. Compiles data, prepares reports, and reviews meeting materials for completeness and accuracy. Manages phone coverage, office supplies, constituent requests, and other routine operational tasks. Provides additional support as needed to meet evolving office and organizational needs. Operates on own initiative, which includes planning, prioritizing, and maintaining flexibility to perform a variety of functions to meet deadlines. Expected to complete work assignments independently with minimal instructions and supervision. Must be articulate in explaining problems, inventive in identifying potential solutions, and highly professional in dealing with University of Florida and external constituencies. Operates a variety of standard office equipment including a computer, telephone, fax, color printer, and scanner.

Requirements

• Bachelor’s degree; or an equivalent combination of education and relevant experience.
• Ability to be detail oriented and the ability to multitask with scheduling in multiple calendars with accuracy.
• Requires the ability to drive state vehicle to various event locations.
• Valid FL driver's license
• Operates a variety of standard office equipment including a computer, telephone, fax, color printer, and scanner.

Nice To Haves

• 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 multitask.
• 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.

Responsibilities

• Managing the Vice President's complex calendar and travel schedule.
• Providing administrative and event support to the Executive Affairs Lead.
• Serving as primary contact for reservations of UF Research space in Malachowsky Hall for Data Science & Information Technology.
• Supporting daily operations of the Office of the Vice President for Research through a wide range of administrative functions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees