Administrative Specialist 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:

Faculty Development and Administrative Support

* Provide administrative support to the Office of Faculty Development, the Associate Chair of Faculty Affairs and Professional Development, and assigned faculty.

* Schedule appointments, conferences, and meetings; prepare agendas and maintain calendars.

* Assist with professional development trainings and events such as new faculty orientation, mentoring programs, and CME conferences.

* Coordinate event planning activities, including budget preparation, CME certification, marketing, registration, and onsite logistics.

* Process and submit post-event CME documentation to the UF CME office in a timely manner.

* Support faculty recognition, wellness, and onboarding events.

* Develop and maintain training resources related to departmental and university policies and procedures.

Visiting Professors and Lecture Series Coordination

* Coordinate the Chair's Lecture Series and endowed lectures (T.W. Andersen/H.M. Perkins and Modell/Shah).

* Schedule all aspects of each visit, organize travel arrangements, prepare itineraries, and process reimbursements and honoraria.

* Work schedule will vary when hosting a visiting professor.

Faculty Evaluation and Academic Achievement Support

* Manage the faculty dashboard inbox to collect data for evaluations and the Faculty Academic Achievement Award (AAA) Tool.

* Prepare and coordinate annual faculty evaluations for the Chair.

* Finalize entries in the AAA Tool for the Chair and Vice Chair of Finance and Administration.

* Collaborate with the department communications team to ensure faculty development content is current.

* Serve as a resource for CV formatting and updates; maintain faculty CVs and enter information into the Faculty Enhancement Achievement System.

Fiscal Activities

* Maintain the divisional budget and perform monthly reconciliation of financial reports.

* Assist with budget projections and future budget requests.

* Manage faculty travel, including itineraries, authorizations, reimbursements, and accommodations in UF GO.

* Ensure compliance with UF travel policies and complete all required travel training.

* Process purchasing card transactions, requisitions, and purchase orders as needed.

Departmental and Faculty Support Services

* Serve as a member of the Faculty Support Services Team, providing coverage during staff absences.

* Contribute to overall departmental operations by performing related duties as assigned.

Work hours vary for this role

* Monday-Thursday:
Standard hours are 8:00 a.m. to 5:00 p.m. Hours may vary when hosting visiting professors or special events.

* Friday:
Standard hours are 6:00 a.m. to 3:00 p.m. The incumbent must be on-site and available to troubleshoot and address any issues that arise during Friday morning lectures.

Expected Salary:

$53,200 - $58,200, commensurate with education and experience

Required Qualifications:

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

Preferred:

* Experience in higher education, faculty affairs, or academic event coordination.

* Familiarity with University of Florida administrative systems (e.g., UF GO, myUFL).

* Excellent organizational, communication, and problem-solving skills.

* Proficiency with Microsoft Office Suite, Outlook, and virtual meeting platforms.

* Ability to manage multiple priorities and deadlines in a fast-paced environment.

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