Administrative Spec I

Administrative Specialist I

Serves as the Administrative Specialist I for the Office of the Provost.  Responsible for answering phone lines, routing calls, taking messages, handling routine questions, receiving, and assisting visitors, receiving and distributing mail, maintaining the conference room and requests for use, managing and ordering of office supplies and equipment, and responsible for ensuring common areas of the suite are neat, clean and well maintained.  Places work orders with Facilities Services and TSS, as needed and requested.  This individual must exhibit great flexibility and be able to handle a wide variety of tasks.  As information exiting this office is addressed to Board of Trustees member, university presidents, and other dignitaries within the University, state, and community, this individual is responsible for making certain any written communications leaving this office are error-free and edited properly without supervision.

Building Emergency Coordinator for the office.  Responsible for placing Work Management orders for the suite, completes annual Space Inventory, maintains tangible personal property inventory, distributes, and maintains records of access keys, when needed, and grants access to the Office of the Provost suite and exterior building electronic Lenel.  Monitors the AED machine on a monthly basis.  Provides backup for updating the office websites using T4.

Coordinates travel for staff, as requested, which includes making reservations, preparing itinerary (flights, confirmation numbers, directions, etc.), submitting travel authorizations, and travel expense reports and processes reimbursement requests.

Serves as the key point of contact for the copy machine by ensuring that a service call is placed, when necessary.  Keeps a ready stock of supplies for the copier and ensures that it is fully stocked with paper at all times.  Maintains the copy room and ensures that it is kept tidy at all times.

Coordinates the quarterly office lunches and Holiday party, when requested.  This includes sending out invitations, ordering and/or picking up food and/or supplies that are necessary.  Provides for the set up and clean up afterwards.  Assists other support staff within the office with various events that they may have planned as well. 

Serves as the key point of contact for the kitchen.  Ensures that the coffee machine is functioning and, if necessary, placing a service call.  Maintains all the supplies for kitchen and making sure it is kept tidy at all times.  Ensuring that the water and sodas are kept stocked in the refrigerator at all times.

Responsible for maintaining a databases of committee assignments for the University Committees, requiring liaison with various offices at the Vice-Presidential level and the Faculty Senate and their staff to ensure updates are made appropriately, and distribution of committee assignments to the appropriate administrators.

Works in concert with and serves as the backup for the Executive Assistant III in his or her absence.  This may include but is not limited to preparing university committee appointments, office communications and websites, and calendar management, attending meetings and taking minutes.

Commensurate with experience. 

Bachelor’s degree; or an equivalent combination of education and relevant experience.

Administrative experience and familiarity with the roles of academic leaders (chairs, directors, and deans) in order to effectively and proactively provide the level of professional assistance.

Excellent written and verbal communication skills necessary.

Excellent computer skills with demonstrated knowledge with learning new programs and competence in project management skills.

Excellent interpersonal skills preferred.

Maintain strict confidentiality at all times and a willingness to perform administrative services such as answering the phones, making calls and recording/taking minutes.  Interact with the public in a sensitive and professional manner.

Punctual and maintains an excellent attendance record.

Polished professional with a commitment to providing excellent customer service.

Ability to establish and maintain effective working relationships with others.

Highly organized with an ability to handle multiple tasks efficiently and timely.

Strong computer skills in Microsoft Office applications.

Proofreading and editing skills.

Knowledge of UF office procedures and practices.

Previous experience working in an Executive, VP’s or Dean’s office - a plus.

Knowledge of PeopleSoft applications.

Ability to learn and become proficient in new tasks quickly.

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

This position is eligible for veteran's preference. This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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