Executive Administrative Specialist- UNF MedNexus

Department Med Nexus -OPS Compensation

This role provides administrative, operational, and strategic support to advance Med Nexus priorities. The position serves as a central coordination point for executive communications, board engagement, and leadership workflow management, while also overseeing daily operations of the Med Nexus Deerwood Innovation Exchange.

The ideal candidate is exceptionally organized, proactive, and polished, with the ability to manage complex priorities, anticipate needs, and operate with a high degree of professionalism and discretion in a high-visibility environment. This role also serves as a key point of presence for the Med Nexus administrative offices, ensuring a welcoming, professional, and well-coordinated environment for all visitors and stakeholders.

Executive & Leadership Support Manage the Associate Dean’s calendar, priorities, and daily workflow, ensuring alignment with strategic goals

Track key initiatives, deadlines, and follow-ups across Med Nexus Draft , edit, and manage professional correspondence on behalf of leadership

Maintain confidential records and communications with discretion

Board Relations & Executive Communication Coordinate Executive Faculty Board and External Industry Leadership Board engagement

Prepare agendas, briefing materials, and executive summaries

Document meeting minutes, track action items, and ensure follow-through

Serve as primary liaison between leadership and board members

Deerwood Innovation Center Operations (Primary Management)
Oversee daily operations and coordination of the Med Nexus Deerwood site Manage scheduling, space utilization, and logistics for meetings, programs, and events

Ensure the space is consistently prepared, professional, and aligned with Med Nexus standards

Coordinate vendors, facilities, and service needs as required

Serve as the on-site lead for high-priority events, meetings, and visits

Identify opportunities to enhance the functionality, experience, and efficiency of the space

Meeting & Event Coordination (Executive-Level)
Coordinate logistics for high-level meetings, partner engagements, and signature events

Prepare materials and ensure leadership is fully briefed

Provide on-site support for key events and external engagements

Plan and coordinate all event logistics, including catering, room setup, materials, and vendor coordination, ensuring a polished and high-quality experience

Stakeholder & Communications Management Serve as a key point of contact for internal and external stakeholders

Manage and prioritize incoming communications

Ensure consistent, professional, and timely follow-through

Welcome and greet visitors to the Med Nexus administrative offices, ensuring a professional, organized, and hospitable environment

Reporting, Briefings & Documentation Prepare executive summaries, reports, and briefing documents

Support presentations, board updates, and strategic communications

Maintain organized documentation of decisions, initiatives, and workflows

Financial Management & Budget Oversight Actively manage and monitor Med Nexus budgets across programs, events, and operations, ensuring alignment with strategic priorities

Track expenditures in real time, identify variances, and proactively flag risks or opportunities to leadership

Oversee purchasing, requisitions, and vendor payments, ensuring accuracy, timeliness, and compliance with university procedures

Develop and maintain budget tracking systems that provide clear visibility into spending, commitments, and remaining funds

Partner with leadership to support budget planning, forecasting, and allocation decisions

Identify opportunities for cost efficiency and resource optimization while maintaining a high-quality experience for programs and events

Prepare financial summaries and reports for leadership, board updates, and annual reporting

Ensure all financial activity adheres to university policies, grant requirements, and audit standards

Administrative Coordination & Team Support Provide high-level administrative support to Med Nexus team members as needed, ensuring smooth coordination across initiatives and priorities

Assist with cross-team workflow organization, project…