Administrative Specialist II

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

The Administrative Specialist II provides high-level administrative, fiscal, HR, and operational support for the Beyond120 program within the College of Liberal Arts & Sciences. This position supports the daily operations of the program, coordinates student-focused initiatives and academic processes, manages purchasing and travel, assists with budgeting and financial tracking, and serves as a key liaison to partners across the college and university. Working closely with the Director, the incumbent helps develop and maintain administrative processes, resolve operational issues, and ensure program activities are executed efficiently and in compliance with University policies and procedures.

Administrative Support / Unit Operations

• Oversees daily office operations for the Beyond120 program.
• Maintains the unit phone system and directory information.
• Orders office supplies using myUFL Marketplace.
• Submits and tracks facilities work orders with UF Facilities.
• Maintains the unit key inventory and access records.
• Coordinates scheduling and room reservations as needed.
• Manages front desk/reception operations, supervises student employees assigned to front desk/reception functions and provides front desk coverage as needed.
• Attends College and university-wide meetings to ensure the program’s compliance with established policies and procedures.
• Coordinates completion of administrative reports requested by the University or external organizations.
• Maintains and updates administrative databases and tracking logs related to unit operations.
• Performs asset management functions for unit property in accordance with UF requirements.

Academic Program Support

• Provides administrative support for Beyond120 student programs and initiatives (scholarship awards, Experiential Scholars, Pre-Health Scholars, undergraduate research awards, and experiential learning initiatives).
• Coordinates communications with faculty, staff, students, and partner entities related to program activities and outcomes.
• Maintains accurate scholarship records and tracking of funds awarded.
• Maintains the unit Space Report.
• Maintains Faculty Activity Reports (FAR) as required for unit reporting and scheduling processes.
• Coordinates course scheduling processes for the unit as assigned.

Financial

• Serves as point of contact for fiscal and financial information for the unit.
• Coordinates purchasing activity for the program.
• Coordinates travel and expense reimbursement processing for faculty, staff, students, candidates, guest speakers, and visitors.
• Responsible for monthly account reconciliation as well as the organization of monthly budget meetings. Works with Finance & Accounting, Purchasing and Disbursement Services to resolve discrepancies.
• Maintains records of donor gifts. Coordinates donor communications in collaboration with the Director.
• Assists the Director with development of fiscal year budget requests.
• Analyzes historical fiscal records to project expenditures and resource needs.
• Calculates projected expense and asset needs for future periods.
• Makes budget and spending recommendations to the Director for program planning and review.
• Assists faculty and staff with purchase order processing.
• Initiates and/or approves requisitions for supplies, services, furniture, equipment, and assets; reviews and authorizes invoices for payment.

Human Resources

• Coordinates payroll processing for the unit.
• Coordinates leave processes for the unit.
• Coordinates employment lifecycle actions (hiring, changes, separations).
• Coordinates effort reporting activities and documentation.
• Serves as UF identity management coordinator for the unit.
• Maintains UF Directory information for unit faculty and staff as authorized.

Event Planning

• Coordinates logistics for Beyond120 activities and initiatives in support of the Director.
• Assists with planning and implementation of workshops.
• Coordinates excursion logistics (scheduling, reservations, materials, and communications).
• Assists with coordination of seminars and conferences.

The salary is $53,000 - $62,000. 

This is a TEAMS position—UF’s designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about TEAMS benefits here.

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

• Ability to work independently and utilize problem-solving techniques.
• Ability to collect, evaluate, and analyze data relating to administrative functions, i.e., accounting, budget, payroll, personnel, and purchasing.
• Ability to plan, organize, and coordinate work assignments.
• Knowledge of administrative principles and office procedures and practices.
• Ability to communicate effectively, both verbally and in writing.
• Ability to understand and apply State, University, and Beyond120 policies and procedures.
• Ability to establish and maintain effective working relationships with others.
• Advanced understanding of basic office applications, including Microsoft Office.
• Extensive experience and knowledge of UF and State administrative procedures as required for an academic center.

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references.

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