Administrative Specialist III

Job no: 540845
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department:  - LS-BIOLOGY

Classification

Title:

Administrative Specialist III

Bachelor’s degree and five years of appropriate experience or an equivalent combination of education and experience.

Job Description:

The Administrative Specialist III serves as the lead administrative position in the Department of Biology. The position coordinates day-to-day administrative operations, provides guidance on departmental and university processes, manages competing priorities, and supports the department’s teaching, research, and service missions.

• Coordinates departmental human resources processes in collaboration with CLAS HR, shared services, and central university offices.
• Supports recruitment, onboarding, offboarding, appointment changes, position updates, and personnel documentation for faculty, staff, OPS employees, student employees, graduate assistants, postdoctoral associates, visiting appointments, courtesy appointments, and other employee groups.
• Assists with position descriptions, recruitment requests, offer letter requests, appointment materials, job postings, and related personnel actions.
• Tracks deadlines and ensures personnel actions and supporting documentation are completed, routed, and maintained appropriately.
• Provides guidance to faculty and supervisors regarding HR processes, documentation requirements, routing expectations, and college procedures.
• Maintains personnel files, recruitment materials, and other confidential HR records.
• Supports leave, timekeeping, employment eligibility, payroll documentation, and related personnel administration processes.
• Coordinates departmental onboarding and offboarding activities, including access, workspace, training information, equipment, and required follow-up.

• Coordinates the department’s day-to-day administrative operations and office workflows.
• Establishes priorities, monitors deadlines, distributes work, and follows up to ensure timely completion.
• Provides functional guidance and work direction to administrative staff, student assistants, OPS employees, and other support personnel.
• Serves as a primary departmental resource for office procedures, administrative workflows, and operational problem-solving.
• Reviews administrative processes and recommends improvements to increase consistency, efficiency, and service delivery.
• Interprets and applies university, college, and departmental policies and procedures.
• Coordinates office coverage, front office support, communications, scheduling, records, and general departmental support.
• Assists the Department Chair and departmental leadership with planning, documentation, coordination, and follow-up.

• Coordinates administrative support for faculty affairs, teaching, graduate education, departmental governance, and college routing requirements.
• Supports faculty evaluations, promotion and tenure, sabbatical requests, awards, assignments, committee activities, and departmental reviews.
• Assists with academic scheduling, course-related administrative processes, and instructional support coordination.
• Provides administrative support for graduate program activities, student employment processes, seminars, events, and other academic functions.
• Coordinates communications, documentation, deadlines, and records associated with academic and faculty processes.
• Serves as a departmental resource for faculty and staff regarding academic administrative requirements.

• Coordinates departmental space, office assignments, keys, building access, and related records.
• Works with facilities, information technology, building management, and other university offices to address operational needs.
• Coordinates maintenance requests, equipment needs, office supplies, shared resources, and related follow-up.
• Supports departmental safety, security, emergency preparedness, and continuity-related administrative processes.
• Maintains records related to space,…