Administrative Spec

Position: Administrative Spec I

Administrative Spec I - Inside Higher Ed

Job No: 537764

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department:  - HR-VICE PRESIDENTS OFFICE

Classification Title

Administrative Spec I

Job Description

The Administrative Specialist serves as the internal consultant for administrative and operational matters within the Office of the Vice President for Human Resources (UFHR) at the University of Florida. This position plays a vital role in supporting fiscal, HR, and administrative processes across all UFHR units and serves as a key liaison for Training & Organizational Development (T&OD) programs. The role requires a strong commitment to customer service, excellent organizational and communication skills, and the ability to balance multiple priorities in a dynamic environment.

The Administrative Specialist reports to the Director of Administrative Services and receives guidance and training from the supervisor and other UFHR managers.

Essential Duties and Responsibilities Fiscal and Office Administration

• Process payments to internal and external vendors, including contractual agreements and auxiliary billing.
• Serve as a liaison between HR and other departments or external vendors, addressing fiscal needs and resolving operational challenges effectively.
• Handle procurement processes by ordering and tracking supplies, equipment, and services necessary for office functionality.
• Manage travel arrangements and process reimbursements for the UFHR staff.
• Monitor supply inventory levels, manage asset and software inventory, and act as the department contact for Asset Management and IT coordination.

Human Resources and Payroll Support

• Provide administrative support for HR actions, including hiring, termination, classification, and other employee life‑cycle processes.
• Handle payroll issues, complete necessary forms to ensure timely payment, and review preliminary payroll reports each pay period.

Training & Organizational Development (T&OD) Support

• Serve as the primary point of contact for employees across the university regarding T&OD training programs, registration, and attendance.
• Manage course setup, enrollment, attendance tracking, and certificate completion using my Training.
• Coordinate logistics for in‑person and virtual training sessions, including room setup, instructional materials, refreshments, and technology support.
• Communicate training details and updates, including Zoom links, schedules, and notifications to participants and instructors.
• Maintain the training and leadership program calendars, ensuring information is accurate and up to date.
• Provide front‑line customer service by responding promptly and professionally to inquiries and resolving issues related to training registrations and confirmations.

Event and Program Coordination

• Coordinate office activities, meetings, and special events to support operational efficiency and employee engagement.
• Assist with planning and execution of T&OD and HR programs, retreats, and leadership development events.
• Prepare materials and provide logistical support for workshops, seminars, and other HR initiatives.

Technology and Data Management

• Utilize my Training, SharePoint, and Microsoft Office Suite to support operations, communication, and record‑keeping.
• Ensure smooth use of technology during training and meetings; troubleshoot minor IT or AV issues as needed.
• Continuously learn and adopt new technologies that improve efficiency and service delivery.

Communication and Information Dissemination

• Disseminate information to UFHR staff and serve as a resource for administrative and training‑related inquiries.
• Coordinate scheduling and maintain the calendar for the Vice President for Human Resources. Assist with special tasks and/or projects, as needed.

Confidentiality and Professionalism

• Maintain a high level of confidentiality when handling complex or sensitive issues.
• Represent UFHR with professionalism and a customer‑focused mindset in all interactions.

Work Schedule

This position requires on‑site work at the University of Florida's Main Campus in Gainesville, Florida. The standard work…