Job No: 537562
Work Type: Full Time
Location: Main Campus
(Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran’s Preference Eligible, Health Care
Administration/Support
Department: 27011500 – HA – VP ADMIN
Job Description
Classification Title:
Administrative Spec I
Classification Minimum Requirements:
Bachelor’s degree; or an equivalent combination of education and
relevant experience.
Job Description:
Executive Leadership Administration & Support
Supporting the
Associate Vice President and other assigned executive leadership, the Administrative Specialist I acts as “gatekeeper” to executive
leadership, preserving the flow of information, ensuring confidentiality, and progressing Office Leadership toward ultimate goals. The
incumbent is responsible for anticipating and fulfilling the administrative and operational needs of the Associate Vice President and their
administrative office, providing a highly organized, efficient, and effective administrative core in support of the Office. This position
will be accountable for the following in the course of their duties:
* Develops and maintains an understanding of the requirements and
priorities specific to their leadership’s unique role at the University of Florida, UF Health, and in the local, state, and national
community;
* Manages and maintains their leadership’s calendar with accuracy and consistency, provides information, and prepares their
leadership for all meetings. This will include researching topics, preparing statements, and other tasks to fully prepare their leadership
for their appointments;
* Coordinates calendars in order to schedule meetings, events, or specialized activities based on their
leadership’s availability and prioritization;
* Stay current on emerging industry issues, best practices and trends and make
recommendations as there are opportunities.
* Assists the Associate Vice President with taking notes and helping to manage tasks
associated with meetings and covering in their absence as needed;
* Assists the Associate Vice President with preparing agendas and other
materials for required meetings;
* Manages executive travel arrangements, working alongside the Finance Team and others in the
Administration to ensure that appropriate regulations and directives are followed and the needs of leadership are met;
* Completes
critical aspects of deliverables with a hands-on, professional approach, including drafting personal correspondence, memoranda, and other
documents in support of leadership;
* Researches and compiles information and prepares reports for, and on behalf of, their leadership as
necessary to support the specific goals of the Associate Vice President;
* Coordinates appointments and cultivates relationships with
essential internal and external partners, in support of Office goals and objectives;
* Screens and directs phone calls and distributes
correspondence on behalf of executive leadership;
* Serves as back up to the Executive Assistant to the Executive Vice President for
Health Affairs as needed.
Special Projects
Under the direction of the Associate Vice President coordinates
and/or provides assistance with special projects, as assigned. May serve as overall project manager, or lead contributor, and maintains
responsibility for the successful execution, presentation, and implementation of assigned projects.
* Manage projects on behalf of their
leadership, including support of leadership activities in the local, state, and national community;
* May include coordination of
committees in the execution and design of these projects and the selection of appropriate solutions.
* Responsible for scheduling and
abiding by project timelines, prioritizing conflicting needs, handling matters expeditiously, proactively, and following-through on projects
to successful completion, often with time-sensitive and/or competing deadline
pressures.
Operations/Property
Manage annual scan of assets/attractive items and input surplus requests for
equipment disposal for various areas within the EVPHA Office. May assist with Facilities related projects and logistics as needed. Prepare
and complete university reporting on space for the Health Affairs. Will serve as backup for Building Managers under the EVPHA
Office.
Payroll
Manage bi-weekly payroll notifications. Prepare timecard reports and send appropriate
correspondence to correct time issues. Review preliminary and final payroll reports for accuracy. Troubleshoot payroll issues with component
EVPHA units.
Office Customer Service & Operations Support
Oversee various administrative services
functions:
* Serve as admin support for the Associate VP, Administration as well as general admin support for Health Affairs
Administration;
* Coordinate with the Health Affairs Administration fiscal team on purchase orders, expenses reports and invoice
payment;
* Coordinate office and business operations; provides problem-solving and resolutions for issues arising from day-to-day
business;
* Assist in maintaining shared calendar content;
* Oversee purchase of office supplies, maintenance of office equipment, and
other related tasks, delegating as appropriate.
Expected Salary:
$22.98- $25.38/hr
Required Qualifications:
Bachelor’s degree; or an equivalent combination of education and relevant experience.
Valid FL driver’s
license.
Preferred:
- Knowledge of policies, procedures, and practices of EVPHA Office, HSC, and University
- Ability
to operate a personal computer. Proficiency in and use of PeopleSoft, Microsoft Outlook, and Word - Ability to work independently,
organize and prioritize workload. Set priorities and meet deadlines. - Ability to communicate effectively verbally and in writing.
- Ability to prepare correspondence in correct format.
- Ability to establish and maintain effective working relationships
with others. - Knowledge of effective office procedures
- Ability to function independently
- Ability to track
and follow through on numerous projects (as needed) - Ability to apply problem solving techniques
Special Instructions to
Applicants:
Please upload the following – CV or Resume, Cover Letter and List of Professional References.
Application must
be submitted by 11:55 p.m. (ET) of the posting end date.
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.
Health Assessment Required:
No
Applications Close: 29 October
2025
To apply, visit https://explore.jobs.ufl.edu/en-us/job/537562
Our
Commitment:
The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work
in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record
laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at
800-955-8771 (TDD) or visit Accessibility at UF.
jeid-d194cf3dda34e54699c4e1fc093cf81a
Source ⇲
