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Administrative Specialist II

Work type: Staff Full-Time

Categories: Office/Administrative/Fiscal Support

Department: 60040000 - AG-DEAN FOR RESEARCH

Classification Title:

Administrative Specialist II

Classification Minimum Requirements:Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

Job Description:

This position provides specialized, executive level daily administrative support to the UF/IFAS Senior Associate Dean for Research and the UF/IFAS Dean for Research Office to manage related projects, programs, meetings and events. Expected to prioritize multiple assignments in a demanding, fast paced environment and remain flexible to work both independently and collaboratively with all members of the organization to ensure efficient operation. Performs confidential and/or non-routine administrative duties.

Provides specialized, executive level daily administrative support to the UF/IFAS Senior Associate Dean for Research. Schedules and supports both ad hoc and recurring virtual and in person meetings for the Sr. Associate Dean with faculty, staff, students, university administrators, industry, public and private stakeholders and other groups, as needed. This includes managing virtual platforms (TEAMS, Zoom, etc.), as needed. Establishes priorities and organizes Senior Associate Deans’s tasks, events, and projects to ensure all deadlines are met and work priorities are completed. Communicates and coordinates assignments with others to ensure the same. Organizes and distributes information and documents to campus and statewide stakeholders including, but not limited to, other UF central and college level administrative offices, 15 departments/schools on the UF main campus, plus off-campus facilities including 12 Research and Education Centers and five Research and Demonstration Sites (including two biological stations) and industry partners as needed for project completion. Makes travel arrangements and processes travel requests, expense reports (including PCard transactions) in accounting system.

With delegated authority, independently provides program & related event support logistics. Responsible for coordinating all aspects of the annual IFAS level Superior Accomplishment Awards along with administrative support for UF/IFAS Dean for Research Advisory Board and honorific activities such as the American Association for the Advancement of Science (AAAS), Sigma Xi, NCFDD Faculty Success programs.

Serves as a member of the administrative team for the UF/IFAS Dean for Research Office. Works cohesively with the administrative team to manage high level workloads in the office including tenure & promotion (T&P) and Post Tenure Review (PTR). Assists with managing events such as the Research Awards Ceremony, Grant Writers Workshop, and Research Forum. Provides back-up front office coverage and support to other leadership, when needed.

Expected Salary:

$46,000–60,500, 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:

Ability to plan, organize, and coordinate work assignments while balancing multiple priorities.

Can manage a high volume of tasks without sacrificing accuracy or attention to detail.

Highly adaptable and able to proactively identify problems and generate solutions.

Effective time management.

Ability to successfully plan, manage & execute meetings and events.

Skilled in both written and verbal communication. Able to compile letters, memos, and other standard business forms in correct format.

Reliable team member who exercises good judgement and discretion.

Commitment to establish and maintain effective, collegial working relationships and environment.

Demonstrated ability to work both independently and collaboratively as needed to manage high volume workloads to meet deadlines under limited timeframes.

Proficient in the use of office software such as Microsoft Office (particularly Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, etc.

Proficient with scheduling and operation of videoconference systems (Zoom, Teams, etc.).

Familiar with UF/IFAS procedures for Purchasing card (PCard) use, travel requests, and expense reports.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and a list of 3 professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Advertised: 06 Jun 2025 Eastern Daylight Time

Applications close: 06 Jul 2025 Eastern Daylight Time