UF Information Technology (UFIT) · 13 hours ago
Administrative Specialist II
Gainesville, FL
Full-time
Onsite
Mid Level
$55K/yr - $65K/yr
3+ years expUF Information Technology (UFIT) is seeking an Administrative Specialist II to manage the Vice President’s complex calendar and travel schedule. The role involves exercising independent judgment in administrative decision-making, coordinating special projects, and providing advanced administrative support to ensure efficient operations within the Office of the Vice President for Research.
Higher Education
Responsibilities
Exercises considerable independent judgment in managing the Vice President’s complex calendar and travel schedule, ensuring alignment with institutional priorities and high‑level strategic commitments
Applies and interprets university policies and procedures when evaluating scheduling requests, resolving conflicts, and coordinating logistical requirements
Exercises delegated authority to make routine administrative decisions on behalf of the Executive Affairs Lead, providing authoritative guidance to staff, faculty, and external stakeholders based on a deep understanding of unit operations and expectations
Works closely with the Executive Affairs Lead to anticipate needs and apply the Vice President’s priorities to ensure optimal use of the Vice President’s time
Coordinates special administrative projects on behalf of the Vice President for Research, requiring collaboration with multiple university departments (e.g., UFHR, UFIT, Facilities Services, Finance & Accounting)
Independently identifies issues, recommends solutions, and manages project deliverables to support unit‑wide administrative effectiveness
Provides advanced administrative and event operations support to the Executive Affairs Lead, exercising independent judgment and interpreting university and unit policies to ensure effective execution of high‑visibility meetings, programs, and special events
Acts as a liaison to internal and external partners including UF departments, building management, UFIT/AV teams, and vendors to resolve non‑routine operational issues and ensure events meet professional and safety standards
Provides authoritative guidance to staff, faculty, and visitors regarding event protocols, building policies, and administrative requirements
Supports event directors and senior administrators by anticipating operational needs, identifying potential risks or conflicts, and recommending solutions
Role requires the ability to operate a state vehicle for event‑related travel
Represents the Office of the Vice President for Research in communications with university leaders and units campus‑wide regarding policies, scheduling, and operational expectations for UF Research spaces in Malachowsky Hall for Data Science & Information Technology
Exercises considerable judgment in managing multiple room reservation calendars and provides authoritative responses to inquiries based on a thorough understanding of unit priorities, building policies, and university procedures
Coordinates all operational aspects of room reservations, including audiovisual support, custodial services, furniture configuration, and logistical readiness
Conducts room tours for potential users and clearly communicates usage standards, policy requirements, and space‑use guidelines
Works closely with the building manager to coordinate Lenel access and ensure appropriate security protocols are followed
Demonstrates a high level of professionalism and delivers exceptional service to faculty, staff, and senior administrators
Ensures UF Research spaces are maintained to consistently reflect a professional, high‑quality environment aligned with the expectations of the Office of the Vice President for Research
Supports daily operations of the Office of the Vice President for Research through a wide range of administrative functions, exercising independent judgment and interpreting university policies to ensure efficient and compliant operations
Ensures adherence to UF fiscal policies related to purchasing, PCard use, vendor payments, and event expenditures; tracks event and travel budgets and prepares financial summaries and analytical reports for leadership review
Coordinates recruitment logistics, including candidate scheduling, travel arrangements, and documentation requirements, ensuring compliance with UF hiring procedures
Manages office operations by overseeing digital filing systems, maintaining office logistics, arranging meetings and AV support, escorting visitors, preparing meeting materials, taking minutes, coordinating travel, obtaining signatures, and drafting professional correspondence
Compiles data, prepares reports, and reviews materials for completeness and accuracy to support executive decision‑making
Manages phone coverage, office supply inventories, constituent requests, and other operational processes to ensure the smooth functioning of the Vice President’s office
Provides additional support as needed to meet evolving office and organizational needs
Operates with a high degree of initiative, independently planning, prioritizing, and adjusting work responsibilities to meet competing deadlines in a complex executive environment
Completes assignments with minimal direction, exercising sound judgment and interpreting policies and procedures to resolve issues and maintain workflow continuity
Clearly articulates problems, evaluates options, and recommends effective solutions
Demonstrates exceptional professionalism and discretion in interactions with university leadership, faculty, staff, and external stakeholders, consistently representing the Office of the Vice President for Research with a high standard of service and accountability
Operates a variety of standard office equipment including a computer, telephone, fax, color printer, and scanner
Qualification
Required
Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience
Valid driver's license required
Preferred
Experience with Microsoft Excel and Publisher
Ability to answer a multiple phone line system in a professional manner
Knowledge of professional office skills
Ability to multi task
Strong written and oral communication, with the ability to articulate and interpret information effectively
Establish and maintain professional and effective working relations with others
Exercise good judgment
Strong automated-system skills; word processing, electronic mail, phone systems, and imaging documents
Maintain confidentiality of all information entrusted to this position
Company
UF Information Technology (UFIT)
UF Information Technology (UFIT) enables teaching, learning, research, and service on campus and across the region with state-of-the-art enterprise IT systems, including SEC and SUS universities the opportunity to teach using HiPerGator.
10001+ employees
Funding
Current Stage
Late StageCompany data provided by crunchbase