Administrative Specialist I

Job no: 540830
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:  - PH-COP DEAN'S OFFICE

Administrative Specialist I

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

The College of Pharmacy at UF is recruiting for an Administrative Specialist I to provide advanced administrative and operational support within the College of Pharmacy Dean’s Office. This position exercises independent judgment in managing complex administrative tasks, coordinating activities, and supporting multiple senior leaders in a fast-paced, high-visibility environment. The role requires daily, on-campus presence to support leaders, faculty, staff, students, visitors, meetings, events, committees, and other essential office operations.

The incumbent provides direct administrative support to multiple Dean’s Office senior leaders (4 total), delivering coordinated support across functional areas including student affairs, academic programs, clinical education, and assessment activities. Responsibilities include calendar management, meeting and event coordination, communications, and support of programmatic and operational initiatives.

This position reports to the Strategic Project Manager and provides project coordination and administrative support for strategic initiatives, including tracking and assessment of the College’s Strategic Plan using Smartsheet and other tools.

The role works independently under general supervision and serves as a key contributor to the overall effectiveness, coordination, and continuity of the Dean’s Office.

Executive and Leadership Support
Executive and Leadership Support (4 Dean-Level Leaders)
Provides comprehensive administrative and coordination support across multiple Dean’s Office leadership areas, ensuring consistency, efficiency, and alignment across functions. The Administrative Assistant provides essential on-campus, in-person support for all core functions. Daily presence during standard business hours is critical to ensure the most effective support of the Dean’s Office, Associate Deans, Assistant Deans and the broader college community.

• Managing complex calendars across multiple leaders with competing priorities
• Coordinating meetings, events, and logistics involving faculty, students, staff, and external stakeholders
• Preparing correspondence, reports, presentations, and meeting materials
• Tracking action items, deadlines, and follow-ups across leadership areas
• Coordinating travel and reimbursement processes
• Maintaining confidentiality of sensitive academic and administrative information

• Student- and program-related activities and events
• Curriculum and academic program coordination, including committees and reporting
• Clinical and experiential education coordination
• Assessment, accreditation, and program evaluation activities

• Supports coordination of shared administrative processes across multiple leadership areas
• Tracks deadlines and deliverables across academic, student, and program functions
• Serves as a liaison across Dean’s Office units and departments
• Coordinates logistics for meetings, events, and visitors
• Maintains documentation, records, and reporting tools to support operations
• Provides back-up, administrative, and operations support to the Dean’s Office

Project Coordination & Strategic Initiative Support

• Provides direct administrative and coordination support to the Strategic Project Manager
• Supports tracking, implementation, and assessment of the College’s Strategic Plan
• Utilizes Smartsheet and other tools to:
  • Track strategic initiatives, milestones, and deliverables
  • Maintain dashboards and reporting structures
  • Support data collection, analysis, and progress reporting
  • Monitor timelines
• Assists with coordination of cross-functional projects including:
  • Accreditation and self-study initiatives
  • Assessment cycles and program evaluation efforts
  • Dean’s Office strategic and operational priorities

$26.35…