Administrative Specialist II

 Logistics Assistant

• Exercise considerable judgment in managing the vice president’s calendar and travel schedule. The complex schedule requires handling last-minute adjustments of scheduling and/or travel itineraries with discretion to enable maximum use of the vice president’s time and enable the vice president to meet all commitments.  Requires the ability to understand the vice president’s priorities. Requires the ability to be detail oriented and the ability to multi-task with scheduling in multiple calendars with accuracy

• Serves as primary contact for reservations of UF Research space in Malachowsky Hall for Data Science & Information Technology. Exercise considerable judgment in managing multiple room reservation calendars. Arrange for audio visual assistance, room cleaning, furniture movement, and other arrangements as necessary for these rooms. Work with the building manager to schedule Lenel locking system as necessary for use of rooms. Exercise considerable professionalism and deliver a high level of service when working with room users many of which are university administrators. Ensures that UF Research space in Malachowsky Hall is maintained to present a professional image for UF Research and the university.

• Support the Office of the Vice President for Research including: Provides administrative support to the executive assistant to the vice president for research by performing a variety of administrative duties, as needed. Serves as back-up for the executive assistant to the vice president for research when needed, which involves assisting the vice president in the overall operation of the office. Anticipate requirements and draft correspondence for Vice President. Other responsibilities include coordinating travel arrangements, answering phone calls, ordering coffee supplies, managing related fiscal matters, and assisting with constituent requests.

• Assist the executive assistant with event support as needed. Event assistance may include making nametags, greeting attendees, transporting speakers and visitors, meeting caterers for food setup, audio visual setup, event setup, and event breakdown. Drive state vehicle to various event locations.        

• Operates on own initiative, which includes planning, prioritizing, and flexibility with schedule to perform a variety of functions to meet deadlines. Is expected to complete work assignments independently with minimal instructions and supervision. Must be articulate in explanation of problems, inventive as to potential solutions, and highly professional in dealing with University of Florida and external constituencies.

• Operates a variety of standard office equipment including computer, telephone, fax, color printer, and scanner. Other duties as assigned.

$55,000-$65,000, commensurate with education and experience.

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

Valid driver’s license and ability to operate state vehicle.

Experience with Microsoft Excel and Publisher.

Ability to answer a multiple phone line system in a professional manner.

General knowledge of the operations for the various offices.

Knowledge of professional office skills.

Ability to be multi tasked.

Knowledge of effective written and oral communication, ability to articulate and interpret information.

Establish and maintain professional and effective working relations with others.

Exercise good judgment.

Strong user automated-system skills; word processing, electronic mail, phone systems, and imaging documents. 

Maintain confidentiality of all information entrusted to this position.

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

This position has been reposted. Previous applicants are still under consideration and need not reapply.

A criminal background check is required.

This is not a remote work position, and it is located on the University of Florida main campus in Gainesville, FL.

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