| Job Description: |
The Administrative Specialist I position provides administrative and operational support to the Office of Academic Support which includes communications, office operations, records, events, and travel to ensure the office runs efficiently and professionally.
The Administrative Specialist regularly interacts with faculty, staff, students, on and off campus partners, and guests, including parents.
The Office of Academic Support (OAS) is within the Office of Undergraduate Education and Student Success and administers undergraduate programs that provide support and services to the student population. UF students are offered comprehensive services to support their transition into UF and increase their successful matriculation through their respective programs. This position contributes as a team member to the daily operation of OAS and helps us meet our goals associated with providing support services to UF undergraduates.
The duties of this position include:
- Administrative support to the Director of OAS, including maintaining records, schedule, budget reconciliations, travel arrangements, organizing committee meetings, creating agendas, taking minutes, and handling interoffice correspondence and communication with staff, campus and community partners and other administrative units.
- This position supervises and manages the student desk assistants.
- Serves as a unit contact and liaison to the public and other university departments; provides assistance, makes referrals when necessary, and solves a variety of problems independently to ensure efficient operations.
- Compiles financial and human resources information for submission to the Provost Business Office's for processing/approval.
- Disseminates information to the unit and serves as a resource for databases, word processing, reporting, policies, and procedures.
- Retrieves and disseminates team reports through Enterprise Analytics and makes stats requests for data from Admissions, Registrar’s and Institutional Research per request.
- Support functions related to OAS programming in cooperation with Academic Program Specialists, handling the scheduling of facilities, organizing meetings, data requests and events.
- Proactively engage students by serving as one of the first contact points, including welcoming students, monitoring students’ sign-in through UF Salesforce and helping students navigate OAS services and programs. Must provide excellent customer service to those visiting and interacting with OAS.
- Assists with research analysis efforts by requesting data and other information necessary to complete reports, projects, and correspondence. Updates online area manual to document evolving area processes.
- Consults others on the use and interconnectivity of the tools and participate in evaluating new office support tools.
- Coordinates supplies, mail, equipment, security, and facilities.
- Prepare reports, event materials, and office materials, including preparing articles and operational manuals/handbooks.
- Maintains/monitors monthly reconciliation; prepares spreadsheets and participates in pre-or post-award grant activities.
- Conducts analysis and makes recommendations to unit management.
- Arranges and coordinates events (maintenance of OAS calendars) or conducts special administrative projects.
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| Preferred: |
Ability to promote and enhance positive image of the office to visitors.
Ability to understand and apply rules, regulations, policies, and procedures.
Knowledge of standard office practices and procedures; public contact techniques; proficient with using all basic office support software (Office 365, Adobe, Bookings, T4) as needed to perform office duties
Knowledgeable and competent with purchasing procedures; clerical/technical level accounting and basic budgeting practices.
Ability to envision and propose new methods to perform tasks that support OAS; be able to adapt and accept new and ongoing initiatives, objectives, and solutions to gain expected outcome/results
Ability to anticipate and embrace change; demonstrate a willingness to acquire, utilize, and achieve new skills and tools related to immediate responsibilities; able to take initiative with appropriate guidance and is flexible and adaptable in fluctuating conditions
Proven ability to handle confidential information with discretion
Ability to successfully perform multiple tasks and balance multiple priorities with attention to details
Ability to problem-solve with good decision-making capability; actively seeks opportunities and proposes solutions; forward-thinking
Demonstrated ability to achieve performance goals and meet deadlines
Effective organizational, interpersonal, customer service, and communication skills: typing, editing, and proofreading
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| Special Instructions to Applicants: |
In order to be considered, applicants must upload a resume, cover letter and a list of professional references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.
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