Administrative Specialist II

With delegated authority, independently implements projects (such as Early Career, Equipment & Infrastructure, etc.
) as assigned by and on behalf of the Dean, Senior Associate and Associate Deans of Research which can be a large volume at any given time and high profile.
Establishes priorities and organizes Senior Associate and Associate Deans’ tasks, events, and projects to ensure all deadlines are met and work priorities are completed.
Communicates and coordinates assignments with those under Dean's purview to ensure the same.
Organizes and distributes information and documents to campus and statewide stakeholders including, but not limited to, other UF central and college level administrative offices, 15 departments/schools on the UF main campus, plus off-campus facilities including 12 Research and Education Centers and five Research and Demonstration Sites (including two biological stations) and industry partners as needed for project completion.
Works with Admin Specialist III to complete Tenure and Promotion and Post-Tenure dossier evaluation process conducted by the Deans.
Works closely with various administrative staff to ensure the web interface for programs are functioning and current and to deliver effective messaging to all stakeholders including unit leaders, faculty and students.
Provides specialized, executive level administrative support to the Senior Associate & Associate Dean for Research.
Schedules and supports both ad hoc and routine recurring virtual and in person meetings for the Associate Deans with staff, faculty, university administrators, private industry and others as needed.
This includes managing virtual platforms (TEAMS, Zoom, etc.
), as needed.
Coordinates and arranges travel logistics for the Associate Deans.
Prepares travel authorizations and expense reports for approval.
Reconciles Purchasing Cards for Associate Deans and themself.
Prioritizes multiple assignments and plans and executes strategies to work independently while under limited timeframes to meet deadlines.
Provides assistance to Dean for Research and Assistant Director of the Agricultural Experiment Station when their administrative staff is unavailable.
Collaborates with Communications Specialist, IFAS Communications Services (ICS) and other staff on behalf of Senior Associate and Associate Deans to develop a variety of documents, reports, presentations, and media used for projects and events with the Dean for Research Office.
Leads and co-coordinates annual and ad hoc events organized by Dean for Research Office, which can include large and high-profile meetings.
Collaborates with Administrative Specialist III to manage special events and ceremonies.
Prioritizes multiple assignments and plans and executes strategies to work independently while under limited timeframes to meet deadlines.
Performs confidential or non-routine administrative duties as assigned.
Expected Salary: $45,600 - $60,000, commensurate with education and experience.
Minimum Requirements: Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.
Preferred Qualifications: Proficient in the use of Microsoft Office (particularly Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and software used for picture/image editing, web meetings, and web site design and maintenance.
Proficient with scheduling and operation of videoconference systems (Zoom, Teams, etc.
).
Familiar with UF/IFAS procedures for Purchasing card use, travel requests and expense reports.
Highly adaptable and able to prioritize multiple assignments while maintaining a collegial work environment.
Ability to work both independently and collaboratively as needed to manage high volume workloads to meet deadlines under limited timeframes.
Demonstrate commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.
Characteristics of the Position: Ability to work productively, independently, solve problems, and prioritize tasks in order of importance.
Knowledge of university and state rules and regulations related to processing Purchasing card, travel transactions and supporting documentation.
Strong verbal and written communication skills.
Desire to support the office culture, including a customer-service driven approach to the position.
Ability to work collaboratively and collegially in a demanding and fast paced environment.
Special Instructions to Applicants: In order to be considered, you must upload your cover letter, resume, and a list of three references.
Application must be submitted by 11:55 p.
m.
(ET) of the posting end date.
Health Assessment Required: No