Classification Title:
Administrative Specialist III
Job Description:
As the Administrative and Events Specialist, you’ll be reporting directly to the Chief of Staff. Your responsibilities will be diverse, ranging from event planning and executive recruitment support to handling various administrative tasks. In this highly professional position, you’ll regularly communicate with a wide array of individuals, including state agencies, senior administration, faculty, staff, and students.
Your role will involve the development and execution of college-wide events that align with our strategic initiatives. You’ll also support our project management team in organizing national conferences and preparing printed and electronic materials for these events.
As a valuable member of the Dean’s administrative team, you’ll be responsible for creating itineraries and arranging campus visits for executive-level searches. You will work closely with our Chief of Staff to oversee the overall operations of the Dean’s Office, which includes analyzing and recommending improvements to policies and procedures. If you’re ready to make a significant impact, this role is for you.
More About This Role
Event Planning
- Plan and execute a wide range of seminars, retreats, and college events from conception to project close-out.
- Negotiate with venues, vendors, and stakeholders to plan events that advance the strategic mission of the college.
- Collaborate with the College of Medicine communications team to develop communications plans and materials for events.
- Take charge of arranging and setting up meeting rooms, catering, and post-event cleanup as needed.
Strategic Support
- Collaborate with the project management team on strategic initiatives, providing logistical support, developing presentation materials, and performing event planning functions.
- Initiate and execute special projects aligned with your interests and expertise, the college strategic plan, and the Dean’s priorities.
Faculty Candidate and Guest Visits
- Lead the planning of faculty candidate and guest visits, including developing itineraries, coordinating all aspects of campus visits, and assisting with travel arrangements as needed
- Serve as an ambassador for the college creating a welcoming experience for candidates and guests.
- Maintain a working knowledge of UF Health, the College of Medicine, and the Gainesville and broader community.
Meeting and Presentation Support
- Provide administrative and strategic assistance for meetings and presentations led by the Dean for various stakeholder groups.
- Manage scheduling, agenda development, preparation of high-quality presentation materials, and documentation and tracking of action items.
Administrative Support
- Execute administrative tasks in support of the Dean and Chief of Staff.
- Research, compile, and evaluate information; draft correspondence; and communicate with stakeholders.
- Exercise independent judgment in analyzing requests and providing recommendations.
- Collaborate with the Dean’s office team to collectively advance the college’s priorities.
Fiscal Support
- Take responsibility for various fiscal activities, including processing and maintaining accounting records of transactions.
- Coordinate and plan purchases for subscriptions, memberships, supplies, and equipment necessary for the smooth operation of the Dean’s office.
The City of Gainesville
Discover Gainesville, Florida, home to the University of Florida College of Medicine, where modern attractions and natural beauty harmonize to create an exceptional living environment. Enjoy a low cost of living, no state income tax, outstanding public and private schools, and pleasant winters in a community that passionately supports Division I NCAA sports (Go Gators!). Explore scenic bike trails, lively farmer’s markets, and a thriving local brewery scene. Immerse yourself in over 30 miles of biking and hiking trails, encounter diverse wildlife in Florida State Parks, and experience thrilling adventures in freshwater springs. Gainesville’s central location offers easy access to both the Gulf of Mexico and the Atlantic Ocean, providing stunning beaches, nature preserves, and world-renowned theme parks within a day’s drive. Become part of our vibrant community, where the perfect blend of opportunities awaits.
Explore Our Outstanding Benefits
- Comprehensive Medical, Dental, and Vision Insurance
- Life and Disability Insurance for peace of mind
- Florida Retirement System Retirement Plans to secure your future
- Generous Paid Time Off, including 11 paid holidays and paid family, sick, and vacation leave
- Access to Personal and Professional Development Opportunities through UF Training & Organization Development and LinkedIn Learning
- Tuition Assistance through the UF Employee Education Program
- Eligibility for Public Service Loan Forgiveness (PSLF)
We are committed to providing you with the support and resources you need to thrive both personally and professionally.
Expected Salary:
$65,000 – $77,000 – Commensurate with education and experience.
Minimum Requirements:
Bachelor’s degree and five years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications:
- Previous experience in event planning.
- Proven track record as an administrative assistant to a senior management level position, preferably in an academic office.
- Strong proficiency in Microsoft Excel, Word, PowerPoint, Adobe, and/or other graphic design platforms.
- Knowledge of relevant state of Florida, College of Medicine, University of Florida, and Health Science Center rules and regulations.
- Familiarity with PeopleSoft is beneficial.
- Adept at anticipating needs and future steps.
- Effective and tactful communication skills, both verbally and in writing, with the public and the office.
- Professional and courteous interactions with the public.
- Quick learner, able to grasp new concepts, processes, and tools applicable to office needs.
- Exceptional planning, organizational, and coordination abilities, with the flexibility to adjust tasks as priorities change.
- Ability to work independently and deliver results.
Special Instructions to Applicants:
To apply, please complete the online application and attach a letter indicating your interest, your resume, and a list of at least three professional references.
If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:
No
Advertised: 02 Oct 2023 Eastern Daylight Time
Applications close: 16 Oct 2023 Eastern Daylight Time