Administrative Specialist I

Classification Title:

Administrative Specialist I

Classification Minimum Requirements:

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

Job Description:

The Office of the Vice President for Research is seeking a highly organized, resourceful, and service oriented professional to join our executive support team.

This is a highly visible role for someone who thrives in a dynamic environment, enjoys working with people, and takes pride in keeping a busy executive office organized and running smoothly. The Administrative Specialist I works closely with the Executive Affairs Lead and provides primary calendar support for the Vice President for Research, while also supporting meetings, events, visitors, and the day-to-day operations of the office.

For someone interested in building a career in executive administration, this position offers valuable exposure to university operations and opportunities to further develop skills in executive calendar management, meeting coordination, event logistics, travel support, and executive office operations.

Executive Calendar and Meeting Support

Serve as the primary manager of the Vice President for Research's calendar, coordinating meetings and using sound judgment to manage competing requests and changing priorities.

Work closely with the Executive Affairs Lead to understand scheduling priorities and adjust the calendar as needs evolve.

Prepare and organize meeting materials and help ensure the Vice President has the information needed for scheduled meetings.

Executive Office and Guest Support

Serve as a welcoming and professional first point of contact for the Office of the Vice President for Research.

Interact with university leaders, faculty, staff, visitors, and external constituencies with professionalism, discretion, and responsiveness.

Provide visitor assistance and executive escorting as needed.

Help maintain an organized, responsive, and service focused executive office.

Events and Special Activities

Assist with executive meetings, special events, distinguished visitors, and other activities supported by the Office of the Vice President for Research.

Coordinate event details such as guest materials, attendee support, catering coordination, audiovisual needs, transportation, setup, and breakdown.

Office Operations

Provide administrative support to the Executive Affairs Lead and backup assistance to other members of the executive support team during busy periods and absences.

Coordinate key distribution and tracking and assist with additional office responsibilities as needed.

Take initiative in planning and prioritizing assignments, adapting to changing needs, and completing work accurately and on time.

Expected Salary:

Salary commensurate with experience and expertise.

Required Qualifications:

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

Valid driver's license.

Preferred:

• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• An ability to manage multiple responsibilities and changing priorities
• A professional, welcoming approach when interacting with visitors and colleagues
• Good judgment and discretion when working with sensitive or confidential information
• Initiative and the ability to work independently
• Strong interpersonal skills and a collaborative approach
• Proficiency with Microsoft Outlook, Word, Excel, email, and general office systems
• An interest in learning and growing within a complex university environment Experience providing calendar or administrative support to an executive or senior leader is preferred.

Special Instructions to Applicants:

• In order to be considered, applicants must provide a cover letter, resume, and list of

professional references.

• Application must be submitted by 11:55 p.m. (ET) of the posting end date.
• This is not a remote position and is located on the University of Florida main campus in

Gainesville, FL.

• A criminal background check is required.

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.

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

Health Assessment Required:

No