Administrative Spec II

Classification

Title:

Administrative Spec II

Classification

Minimum Requirements:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

Executive Administrative and Operational Support:
Provides specialized, executive-level administrative support to SPI leadership. Manages complex calendars, schedules high-level meetings with internal and external stakeholders, and coordinates logistics for both virtual and in-person engagements. Arranges travel, prepares travel authorizations and expense reports, and reconciles Purchasing Card transactions. Supports preparation of correspondence, presentations, and reports. Collaborates with IFAS Communications Services and other partners to support development of materials related to SPI programs and initiatives.

Supports general office operations, prioritizes competing demands, and ensures timely execution of administrative tasks in alignment with office goals. Checks time entry and /or biweekly pay list for reporting accuracy of time worked and leave reported and verifies with leave request forms or e-mail approvals and calendar. Monitors those who requested leave have accurately inputting leave into their timesheet entry.

Serves as a back-up for approving time when time approvers are not available to ensure timely payment for all employees.

Events and Project Support:
Assists with planning and execution of high-profile events, including logistics coordination, communication with participants, preparation of materials, and on-site or virtual event support. Works collaboratively with administrative and communications staff to ensure successful delivery of events. Coordinates with and supports events for UF/IFAS Research.

Program and Partnership Coordination:
With delegated authority, independently supports the implementation of strategic partnership initiatives and programs managed by the SPI Office. Coordinates communications, scheduling, and documentation related to partnerships with corporate, governmental, and academic entities. Organizes and tracks partnership-related activities, including meetings, deliverables, and reporting requirements. Serves as a key point of contact for internal stakeholders (faculty, departments, research centers) and external partners to facilitate engagement and ensure timely follow-up on action items.

Assists in preparing materials such as briefing documents, reports, presentations, and partnership summaries. Maintains organized records of partnership activities and supports tracking of outcomes and key performance indicators.

Process Improvement and Special Projects:
Supports development and implementation of process improvements to enhance efficiency of SPI operations and partnership activities. Participates in special projects as assigned, including development of internal workflows, tracking systems, and reporting tools.

Other related duties as assigned.

Expected Salary:

$60,000; commensurate based on education and experience.

Required Qualifications:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred:

* 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 video conference systems (Zoom, Teams, etc.).

* Familiar with UF/IFAS procedures for Purchasing card use, travel authorizations 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 time frames.

Special Instructions to Applicants:

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

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

Health Assessment

Required:

No