Administrative Coordinator jobs at University of Florida

Classification Title: Administrative Spec II Classification Minimum Requirements: Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience. Job Description: Faculty Development and Administrative Support * Provide administrative support to the Office of Faculty Development, the Associate Chair of Faculty Affairs and Professional Development, and assigned faculty. * Schedule appointments, conferences, and meetings; prepare agendas and maintain calendars. * Assist with professional development trainings and events such as new faculty orientation, mentoring programs, and CME conferences. * Coordinate event planning activities, including budget preparation, CME certification, marketing, registration, and onsite logistics. * Process and submit post-event CME documentation to the UF CME office in a timely manner. * Support faculty recognition, wellness, and onboarding events. * Develop and maintain training resources related to departmental and university policies and procedures. Visiting Professors and Lecture Series Coordination * Coordinate the Chair's Lecture Series and endowed lectures (T.W. Andersen/H.M. Perkins and Modell/Shah). * Schedule all aspects of each visit, organize travel arrangements, prepare itineraries, and process reimbursements and honoraria. Faculty Evaluation and Academic Achievement Support * Manage the faculty dashboard inbox to collect data for evaluations and the Faculty Academic Achievement Award (AAA) Tool. * Prepare and coordinate annual faculty evaluations for the Chair. * Finalize entries in the AAA Tool for the Chair and Vice Chair of Finance and Administration. * Collaborate with the department communications team to ensure faculty development content is current. * Serve as a resource for CV formatting and updates; maintain faculty CVs and enter information into the Faculty Enhancement Achievement System. Fiscal Activities * Maintain the divisional budget and perform monthly reconciliation of financial reports. * Assist with budget projections and future budget requests. * Manage faculty travel, including itineraries, authorizations, reimbursements, and accommodations in UF GO. * Ensure compliance with UF travel policies and complete all required travel training. * Process purchasing card transactions, requisitions, and purchase orders as needed. Departmental and Faculty Support Services * Serve as a member of the Faculty Support Services Team, providing coverage during staff absences. * Contribute to overall departmental operations by performing related duties as assigned. Expected Salary: $53,200 - $58,200, 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: * Experience in higher education, faculty affairs, or academic event coordination. * Familiarity with University of Florida administrative systems (e.g., UF GO, my UFL). * Excellent organizational, communication, and problem-solving skills. * Proficiency with Microsoft Office Suite, Outlook, and virtual meeting platforms. * Ability to manage multiple priorities and deadlines in a fast-paced environment. Special Instructions to Applicants: In order to be considered, you must upload your cover letter and resume. This job posting has been extended through January 2, 2026. All applicants are still being considered and need not reapply. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No

Department Askew School of Public Administration and Policy - College of Social Science and Public Policy Responsibilities * Serves as primary point of contact for departmental academic affairs for all MPA, Combined Pathways, certificate, and non-degree seeking students. Provides guidance and support to students on a range of academic matters, including course selection, degree requirements, and program planning. Manages student registration and enrollment. Initiates and manages the completion of forms from the Graduate School, Registrar's Office, and COSSPP (College of Social Science and Public Policy) related to students' progress in the program. Assists with maintaining the MPA Graduate Student Handbook, MPA Canvas Course, and student listserv. Keeps Graduate Student Tracking database up to date and tracks student progression towards completion. Works with the Office of Academic Affairs to clear students for graduation. Receives guidance and meets deadlines as directed by the Office of Academic Affairs. * Tracks students progress, plans course sequencing and schedules, advises on academic policies (including probation/SAP appeals), navigates state-funded vs. non-state-funded course options. Manages advising booking page and advising-related resources and forms, including Program of Study, PAD electives list, pre-approved non-PAD electives list, non-PAD approval form, typical course rotation schedule, course substitution forms. Completes Satisfactory Academic Progress appeals. * Monitors and Manages student registration and enrollment tasks, processes transfer credit equivalencies, attends and plans major promotional events, assists students in searching and applying for scholarships, trains OPS employees, and takes on other responsibilities as needed and as directed by department or program leadership. Supervises administrative Graduate Assistants. Supports NASPAA (the Network of Schools of Public Policy, Affairs, and Administration) accreditation review cycle. Maintains administrator access to the Askew School for minor updates. * Assists with graduate student admissions, including recruitment, marketing the graduate program to prospective students, answering inquiries from prospective students, timely processing and tracking applications. Works with the Graduate Admissions Office to coordinate application materials for prospective students. Ensures students meet residency requirements, including Florida residency for US applicants. Coordinate with IT staff to update and manage the website for graduate recruitment. Runs new graduate student orientation. * Initiates regular contact with MPA students, utilizing a variety of communication methods (email, phone, video conferencing). Timely, accurate, and student-centered response to student inquires/requests (via email, phone, or other platforms). Maintains detailed records of all communication with students, including email correspondence, notes from phone conversations, and summaries of video conference meetings. Proactively communicates important program updates, deadlines, policy changes, and other relevant information to students, utilizing appropriate channels (email, online platforms, etc.) to ensure they are well-informed and have access to the resources they need. Communicate regularly with the Graduate Faculty Advisor, departmental faculty, regarding the student's program of study, enduring all parties are informed of student progress and any potential challenges. Qualifications A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.) Contact Info Justine Carre Miller - ******************** University Information One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news! Learn more about our university and campuses. FSU Total Rewards FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks. How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at ********************* If you are a current FSU employee, apply via my FSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume. Considerations This is an A&P position. This position requires successful completion of a criminal history background check. This position is being advertised as open until filled. Equal Employment Opportunity FSU is an Equal Employment Opportunity Employer.

Department School of Teacher Education | Anne Spencer Daves College of Education, Health, and Human Sciences Responsibilities * Responsible for all administrative operations, including but not limited to: office management, academic, and financial processes. * Supervise all staff and serve as administrative assistant to the Unit Director. * Oversee administrative, academic, and fiscal processes of the School. * Manage day-to-day workflow, assign staff responsibilities, and make recommendations regarding internal policies and procedures. * Serve as HR and budget manager for the Unit. * Provide administrative support and guidance to faculty, staff, and students. * Oversee and monitor budget activities for E&G, C&G, AUX, and Foundation accounts for the Unit. * Analyze, reconcile, and provide financial reports. Make recommendations on budgetary planning. * Approve expenditures for the Unit. Handle all responsibilities related to the Budget Manager role, and act as the liaison between the School and Budget Office. * Oversee Graduate coordination for the Unit. Assist and manage functions for program development and curriculum processes. * Provide support and supervision over course scheduling processes for graduate and undergraduate students. * Serve as FACET and AOR representative for the Unit. Conducts and/or leads research analysis of data for university data collections and reporting. * Serves as Security Coordinator and manage the department's records. Track eligible faculty for Third Year Review and Promotion and Tenure (P&T). Provide oversight for the P&T process in STE. * Coordinates staff meetings and other meetings as needed. Takes meeting minutes for STE Faculty & Staff Meetings. Maintain Unit's SharePoint site and Teams folders. * Develops and oversees office policies and procedures. Creates and updates staff manuals and coordinates training and development. * Provide recommendations and assist with operational decisions for the Director. Oversees deadlines. Qualifications Bachelor's degree and four years of experience; or a high school diploma/equivalent and eight years of experience. (Note: a combination of post high school education and experience equal to eight years.) Helpful Who is an ideal candidate for this position? You're known as a problem-solver and a go-to person for getting the job done. You work well under pressure and think quickly on your feet - remaining calm and professional. You're a quick learner and able to piece the puzzle together with little effort. Discretion comes naturally to you and going "above and beyond" is not just a catch phrase - it's what you do. You're able to connect and work with people across different backgrounds. You can balance compliance and customer service. You understand the importance of being pro-active and resourceful. You can easily engage with others, be assertive, and diplomatic at the same time. This position takes a unique skill set and you will need to multitask and prioritize. Understanding the importance of both verbal and non-verbal communication is a must. What is a typical day in this position? No two days are the same and you will be involved in all aspects of the department. One day you may be reviewing budgets and hiring new employees and the next you are assisting your staff member with admissions and allocating tuition waivers. This role is challenging, but along with the challenges comes the reward of contributing to a department that is committed to high quality personnel preparation programs; service to the state of Florida; and research in elementary education, early childhood education, reading/language arts, special education, blindness and low vision education, and related areas. What can I expect in the first 60-90 days? Your first few weeks will be getting up to speed on all things STE (School of Teacher Education) and Anne's College - our policies, procedures, and what is expected of you. You will work closely with your Director to understand the responsibilities of the position, and you will spend time with your four staff members, gaining an understanding of the work they do. You may also spend time with those in similar positions in other academic units. There's on the job training, but you'll need to bring your previous professional experience and skills to the table; we're definitely not starting at entry-level. Previous experience in overseeing budget activities and human resources is very helpful, and we'll spend time transferring those previous skills to this role. Contact Info Dr. Amy Thompson School of Teacher Education Director ************** University Information One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news! Learn more about our university and campuses. Anticipated Salary Range The anticipated starting salary for this position is $49,089, commensurate with experience and education. FSU Total Rewards FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks. How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at ********************* If you are a current FSU employee, apply via my FSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume. Considerations This is an A&P position. This position is being advertised as open until filled. This position requires successful completion of a criminal history background check. Equal Employment Opportunity FSU is an Equal Employment Opportunity Employer.

Department College of Law Responsibilities * Provides assistance to assigned faculty members, including but not limited to: updating course documents (such as syllabi, calendars, course rosters, attendance sheets, placards, assignments, discussion boards, and tests), organizing conference calls, reserving meeting spaces, and handling request for technology; typing, and editing/proofreading documents, typing administrative forms and class materials, maintaining student attendance records, and preparing photo rosters, note cards, and seating charts. Maintains a complete record of assignments completed for faculty members, for ready access by faculty and other staff members. May use LexisNexis and Westlaw research databases in order to support faculty research. * Serves as primary administrative contact for faculty on textbook ordering. Textbook ordering entails facilitating communication between faculty, bookstores, and textbook publishers, and maintaining current book list on College of Law web site. Ensures that the College of Law is in compliance with the University guidelines and deadlines. May assist with completing large mail outs and drafting informational flyers. * Assists with the preparation of exam materials and helps administer exams each semester. Responsibilities include, but not limited to, typing, copying, preparing supplemental exam materials; distributing, collecting, and securing all exam materials. * Will work in Canvas, FEAS, Zoom, and Student Central. Must know how to use DocuSign and advanced Microsoft and will assist with Textbook ordering/adoptions. * Canvas support entails posting of assignments, syllabi, other announcements/links to faculty Canvas, populating Canvas course lists, creating, and posting quizzes, assisting adjunct faculty with creation of FSUID and course Canvas, creating Zoom sessions for synchronous online courses, and facilitating Canvas training for all faculty. FEAS database management includes maintaining the CV data for all assigned faculty and soliciting annual updates from faculty members. * Helps faculty with travel: requests, expense reimbursements, etc. Provides support for conferences and other special events as needed. Serves as liaison to internal and external agencies for faculty, including visiting faculty by providing information regarding their travel agenda, class schedule, class cancellations, office hours, etc. * Provides back-up coverage for other faculty support staff and to other offices and clinics as assigned by the Faculty Support Program Manager. Required to take annual training for: Canvas, travel, and FEAS. * Participates in professional development/training activities and interdepartmental meetings. Provides training to faculty and staff on Canvas, FEAS, Zoom, etc. Qualifications Bachelor's degree and two years of experience; or a high school diploma/equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.) Preferred Qualifications * Ability to work independently, take initiative, prioritize multiple work assignments, and communicate effectively, both verbally and in writing. * Prior experience working in an office with knowledge of standard office practices, procedures, and etiquette. * Knowledge of applicable computer applications and basic computer functions. * Ability to establish and maintain effective working relationships. * Proficiency with Microsoft Office Suite and Adobe Acrobat. Other Information Want to Be a Behind-the-Scenes Superhero? Join Us at FSU Law! Ready to make a real impact? Want to be a change agent in legal education (with a touch of daily adventure)? Then come join our Faculty Support Team at the FSU College of Law! You'll be working with some of the sharpest legal minds around - scholars in everything from intellectual property to constitutional criminal procedure, from natural resource law to the First Amendment, and so much more. (Check out our amazing faculty lineup here!) So, if you're organized, tech-savvy, service-minded, and ready to work with a tight-knit, mission-driven team - please apply. Come help us shape the next generation of legal change makers… and have fun while doing it. We're Hiring in These Areas: * Tech Support (CANVAS, Zoom, DocuSign, PowerPoint, Student Central, advanced Microsoft wizards, fantastic typists welcome!) * Program Support for Legal Writing & Bar Prep Faculty * Program Support for Environmental, Business & International Law * General Faculty Support (a little of this, a little of that) What We're Looking For: * Top-notch customer service skills - this is a people-first role. * A team-first attitude - we cross-train and support each other. * Willingness to learn, adapt, and laugh along the way. What a Typical Day Looks Like: As part of our team, you'll get your own set of faculty to support - like having your own mini Justice League. You'll help keep the academic engine running smoothly by: * Ordering textbooks and uploading syllabi. * Typing and proofreading research papers (yes, you'll get to read cutting-edge legal scholarship before anyone else!). * Researching legal topics using Westlaw and LexisNexis. * Helping arrange seminars and events. * Coordinating travel plans and submitting expense reports. * Providing administrative support for exams and graduation tasks. * Assisting with recommendation letters that help launch student careers. University Information One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news! Learn more about our university and campuses. FSU Total Rewards FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks. How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at ********************* If you are a current FSU employee, apply via my FSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume. The College of Law requires that applicants attach a cover letter and resume to the online application. Considerations This is an A&P position. This position requires successful completion of a criminal history background check. This is an on-campus, in-person position. The standard work hours are Monday-Friday, either 8:00 AM-5:00 PM or 9:00 AM-6:00 PM. Candidates should be able to work a flexible schedule, including evenings, weekends, and during finals, as needed. This position is being advertised as open until filled. Equal Employment Opportunity FSU is an Equal Employment Opportunity Employer.

Department FSU - Center for the Advancement of Human Rights Responsibilities * Responsible for providing direct administrative support for the department. Provides reception and clerical duties, but in addition, is in charge of screening cases and informing potential clients of required documentation needed to file for immigration relief. Maintains an adequate stock of office supplies. Assists with using common spaces to promote faculty and student work. * Responsible for functions related to department travel, updates, and advises department on policies. Creates department travel requests, assists with booking accommodation, and processes expense reports for faculty and guest travelers. Research, interpret, and advise the department on any travel policy updates. Maintains a Travel card for departmental travel purchases. * Manage departmental HR functions to include completing new hire paperwork, submitting electronic personnel action forms, one-time payment forms, and dual comp forms. In addition, processes stipend/scholarships for students through the FS4U system. * Responsible for functions related to Purchasing following Procurement policies and procedures as necessary to keep the departments operational with regard to office supplies, equipment, and services rendered by outside vendors. In addition, responsible for creating blanket purchase orders and internal purchase orders. Interprets and advises the department on purchasing policies and updates. * Assists with Center for the Advancement of Human Rights clients to include the completion of adjustment of status forms for refugee clients and victims of crimes, applications for TPS and DACA recipients, and completes translations of key documents to be included in the applications. * Supports department with event logistics including assisting in making reservations and working with vendors as well as providing day-of event support. Prepares the events by compiling relevant information and assembling physical documents for distribution to participants. Qualifications A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.) Preferred Qualifications Familiarity with immigration forms. Ability to speak, read, and write Spanish fluently. University Information One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news! Learn more about our university and campuses. FSU Total Rewards FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks. How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at ********************* If you are a current FSU employee, apply via my FSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume. Considerations This is an A&P position. This position requires successful completion of a criminal history background check. Equal Employment Opportunity FSU is an Equal Employment Opportunity Employer.

Administrative Specialist - Keys Marine Laboratory Dept Number/Name: 0-4710-000 / Florida Institute of Oceanography College Division: Academic Affairs - Florida Institute of Oceanography Salary Plan: Staff Hiring Salary Range: $46,000.00 - $52,000.00 Location: Keys Marine Laboratory, Long Key (Layton), FL Position Number: 100014856 ORGANIZATIONAL SUMMARY: The State of Florida Institute of Oceanography (FIO) is engaged in marine research, education, and resource management at the University of South Florida. FIO provides collaborating opportunities across academia, government, and private sector for educational, training, research, and public outreach for students and scientists across the state of Florida. The FIO currently operates a fleet of oceanographic research vessels and a marine facility (Keys Marine Lab) which supports and enables research and education across the state of Florida, offering unique opportunities for college level education and research studying marine ecosystems. FIO acquired the Research Vessel Western Flyer in November 2022, which will be used to expand upon educational and research activities through the use of the deep-sea remotely operated vehicle (ROV) Taurus. For nearly half a century, Florida's coastline and marine life has been protected and monitored by the Florida Institute of Oceanography providing a shared resource across the State University System (SUS). The Florida Institute of Oceanography (FIO) is an Institute of the University of South Florida (USF) encompassing a Consortium that consists of 35 members across the State. Established by the Florida Board of Governors, FIO provides support and shares marine science resources between the state's universities and private, nonprofit marine research entities. FIO operates the R/V Western Flyer, R/V Weatherbird II, R/V Hogarth and the Keys Marine Laboratory in Layton, Florida. The Keys Marine Laboratory (KML) is a full-service marine field station and a regional hub supporting academic, research, and restoration for the local, state, and international science communities since 1992. KML is a satellite campus for USF. Combined, these platforms have supported over 10,000 undergraduate and graduate students Statewide since 2009, allowing students to connect first-hand with scientific research conducted along Florida's coast. FIO operates under a Memorandum of Understanding with 34 institutions and agencies engaged in marine research, education and resources management, including all 12 public universities providing collaborating opportunities across academia, government, and private sector for educational, training, research and public outreach opportunities for students and scientists across Florida. POSITION SUMMARY: The Administrative Specialist performs high-level office support duties and provides specialized program support for the Keys Marine Lab. Administrative Specialists perform a wide range of administrative duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports, and presentations, handling information requests, planning conferences and meetings, providing purchasing and billing support, making travel arrangements, and maintaining calendars and schedules. Responsibilities Assists with billing to include but not be limited to preparing client estimates, submitting bills for client approval, preparing and processing invoices, maintaining the Accounts Receivables Tracking spreadsheet, and compiling information for reports. Supports purchasing requirements for department including but not limited to research items and obtaining price quotes, entering information into university systems, receiving and generating purchase orders, and maintaining P-Card information as required. Responds to and initiates routine inquiries including but not limited to providing information, assistance, and services to clients contracting the main office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence. Assists with scheduling and preparation for arrival of scientific groups including but not limited to data entry and record keeping, creation of welcome packets, and preparation of dormitories. Manages vendor and client files and contact information, organizing files/records and tracking user data to assist with quarterly and annual metrics reports. Performs other duties as assigned. Qualifications MINIMUM QUALIFICATIONS: This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement. Must be willing to relocate to the Florida Keys. PREFERRED QUALIFICATIONS: This position requires proficiency with Microsoft Excel and other Microsoft Office products; previous experience with higher education and systems such as OASIS, FAST, Oracle, PeopleSoft also preferred. Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. • Senate Bill 1310- The Florida Senate (************************************************ is conditional upon meeting all employment eligibility requirements in the U.S. • SB 1310: Substitution of Work Experience for Postsecondary Education Requirements • A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: • (a) Two years of direct experience for an associate degree; • (b) Four years of direct experience for a bachelor's degree; • (c) Six years of direct experience for a master's degree; • (d) Seven years of direct experience for a professional degree; or • (e) Nine years of direct experience for a doctoral degree • Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. • Minimum Qualifications that require a high school diploma are exempt from SB 1310.

The Administrative Specialist in Student Support Services will perform high level office support duties and provide program support for the grant. This position will report to the Program Director for Student Support Services. The Administrative Specialist will perform a wide range of administrative duties including managing/tracking budgets and purchases, coordinating admissions processes, recordkeeping for grant compliance, preparing statistical reports and spreadsheets, preparing professional correspondence, reports and presentations, handling program information requests, help with planning conferences and meetings, providing purchasing and payroll support, tracking and ordering office supplies, fulfilling employment administration requirements, assisting with travel arrangements for team members, and maintaining team calendars and schedules. This position may also assign work to and/or supervise student employees and temporary (OPS) employees. Responsibilities Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations. Plan, prioritize and schedule meetings and appointments for staff and management. Make decisions on a daily basis regarding calendars. Perform specialized administrative duties required to support the grant, using discretion to make judgments based on operating guidelines. Tracking budget and expenses, support for admissions, support purchasing requirements for department, researching items and obtaining price quotes, entering information into university systems, requesting and receiving purchase orders from vendors as needed, and maintaining and submitting P-Card information and receipts as needed. Support human resource and payroll processes as a primary contact or backup for payroll preparation, appointment papers, and other requirements. Arrange and coordinate travel and travel reimbursement for staff. Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records. Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible. Perform other administrative duties as required to support the mission and function of the unit, such as helping with admissions process and maintaining websites, etc. Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts, provide support as needed to campus partners. Performs other duties as assigned. Qualifications Minimum Qualifications: This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Preferred Qualifications: The preferred candidate will have a Bachelors degree. They should also have at least four years experience in an office or administrative support position and have professional experience working with Microsoft Office. The ideal candidate will also have experience with FinanceMart, Oracle HR, BANNER, and PowerBI systems. Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. • Senate Bill 1310- The Florida Senate (************************************************ is conditional upon meeting all employment eligibility requirements in the U.S. • SB 1310: Substitution of Work Experience for Postsecondary Education Requirements • A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: • (a) Two years of direct experience for an associate degree; • (b) Four years of direct experience for a bachelor's degree; • (c) Six years of direct experience for a master's degree; • (d) Seven years of direct experience for a professional degree; or • (e) Nine years of direct experience for a doctoral degree • Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. • Minimum Qualifications that require a high school diploma are exempt from SB 1310.

WUSF is a leading source of news, information, and cultural enrichment for West Central Florida. We reach over one million people monthly through our NPR news station WUSF 89.7, Classical WSMR 89.1 & 103.9, and an extensive digital presence including live streaming, podcasts, newsletters, and social media. As a department of the University of South Florida, we have a dedicated team of 80 professionals and a budget of $10 million. We are deeply committed to serving our community through content that informs, inspires, and connects. Our main studios are on the USF Tampa campus, with a broadcast and performance studio on the USFSM campus and an office and news production studio on the USFSP campus. Reporting to the Senior Director of Development, WUSF Public Media's Administrative Specialist provides vital support for WUSF's Development Department, which is charged with growing leadership support from individuals and foundations for WUSF. This position provides administrative and logistical support for station events and WUSF's community of supporters. A successful candidate will enrich the department with an extraordinary attention to detail, be very organized and have strong interpersonal skills with both staff and donors. Familiarity and comfort working in relational databases and a working knowledge of the Office Suite of products is essential. Non-profit experience a plus. Responsibilities Administrative support for Senior Director of Development and Major Gifts team, including mileage, expense and credit card reports, as well as processing invoices. Proactively anticipate needs, scheduling meetings and managing calendars. Manage office supplies, including letterhead, stamps, brochures, premiums, etc. Execute major gifts team processes for weekly acknowledgments, monthly renewals, invitations, and other special mailings to WUSF and WSMR major donors including greeting cards and the calendar year end mailing (Merging, printing, coordinating signatures, scanning for files, stuffing and sending.) Data management is a core responsibility and fundamental to our highly functioning major gifts team. Manage key daily, weekly and monthly reports. Utilize expertise in the Microsoft Suite of products and work with competence in multiple database systems that support WUSF's Cornerstone, Leadership and Legacy programs and communication. Assist with donor events by managing invitation lists, tracking RSVPs. Publish events as appropriate in Basecamp, Playbook, and SharePoint, and coordinate activities with other departments both within WUSF and with USF. Additional duties as assigned by Senior Director of Development. Qualifications This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. • Senate Bill 1310- The Florida Senate (************************************************ is conditional upon meeting all employment eligibility requirements in the U.S. • SB 1310: Substitution of Work Experience for Postsecondary Education Requirements • A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: • (a) Two years of direct experience for an associate degree; • (b) Four years of direct experience for a bachelor's degree; • (c) Six years of direct experience for a master's degree; • (d) Seven years of direct experience for a professional degree; or • (e) Nine years of direct experience for a doctoral degree • Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. • Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Department The FSU Interdisciplinary Research and Commercialization Building (IRCB) is a new facility dedicated to collaborative, interdisciplinary research at Florida State University's Southwest Campus, located near the FAMU-FSU College of Engineering, the National High Magnetic Field Laboratory, and other research centers. The IRCB is designed to provide flexible space for research groups, core facilities, and industry partnerships, fostering innovation and commercialization opportunities. Responsibilities * Serve as the primary point of contact for the IRCB, managing the welcome and reception area. This includes greeting guests, answering phone calls, directing inquiries, and maintaining a professional first point of contact for the building. * Manage the general IRCB email account and calendars, ensuring efficient communication and scheduling across research groups, collaborators, and external partners. * Ensure smooth handling of mail, package deliveries, and visitor logistics, routing them to the appropriate staff and faculty. * Support and coordinate event and meeting space requests within the IRCB, including logistics for research-related events and partner meetings. * Oversee workroom operations, including supply inventory and coordination of shared resources for IRCB occupants. * Provide administrative and programmatic support for IRCB research programs, collaborations, and services as needed. * Maintain awareness of the IRCB's mission, programs, and opportunities in order to assist faculty, staff, students, and external partners effectively. * Assists with or completes special assignments or other duties as deemed necessary. Serve as a backup for purchasing and travel processes during periods of high workload or staff absence. Qualifications High school diploma or equivalent required. * Ability to adhere to ethical business practices and promote ethical behavior. * Ability to demonstrate effective customer service skills. * Ability to communicate effectively verbally and in writing. * Ability to establish and maintain effective working relationships. * Ability to perform accurately in a detail-oriented environment. * Ability to adhere to standards of professional conduct and etiquette * Proficient in Microsoft Outlook, Word, and Excel * Professional communication skills (verbal, phone, and email) with an excellent customer service attitude. * Proficiency in Microsoft Office Suite (Word, Excel, Outlook). * Must have a valid state of Florida or Georgia driver's license or the ability to obtain before hire. Preferred Qualifications * Experience working in a higher educational environment, which includes customer service, working with faculty, and students. Contact Info For any questions, please contact Mrs. Erica Brown at ************************. University Information One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there's the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow's news! Learn more about our university and campuses. How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at ********************* If you are a current FSU employee, apply via my FSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume. Considerations This is an OPS/temporary job. Based on the duties, this position may require completion of a criminal history background check. Equal Employment Opportunity FSU is an Equal Employment Opportunity Employer.

Department: UCF Athletics - Knights Hospitality Under the oversight of the Director of Knights Hospitality, the Knights Hospitality staff assistant will support game day operations and other affiliated special events. Multiple individuals will be selected for the team as appropriate. Selected candidates are expected to be actively engaged in all home football games (game times TBD). 2025 Football Schedule (Home): UCF vs Jacksonville State: Thursday, August 28, 2025 UCF vs North Carolina A&T: Saturday, September 6, 2025 | Family Weekend UCF vs North Carolina: Saturday, September 20, 2025 UCF vs Kansas: Saturday, October 4, 2025 UCF vs West Virginia: Saturday, October 18, 2025 | Homecoming UCF vs Houston: Friday, November 7, 2025 | Space Game UCF vs Oklahoma State: Saturday, November 22, 2025 | Senior Knight Knights Hospitality staff who show exemplary effort during football season will be offered the opportunity to work UCF men's basketball and baseball games, as well as additional affiliate events, as appropriate. Past opportunities have included supporting high-profile events such as the NFL Pro Bowl Skills Challenge, Cure Bowl and Hula Bowl. Responsibilities include, but are not limited to: Provide customer service and logistical support in the premium seating sections on football gamedays at FBC Mortgage Stadium, men's basketball gamedays at Addition Financial Arena, and baseball gamedays John Euliano Park Act as liaison between guests, catering staff, maintenance staff, custodial staff, and Athletics personnel. Individual tasks may vary, but service will be a mix of event host, customer service, donor relations, greeting/ushering, wristbanding, maintaining integrity of premium area, etc. Minimum Qualifications: Must be at least 18 years old Professional resume required Preferred Qualifications: Demonstrated excellent oral and written communication, customer service and problem-solving skills Strong attention to detail Ability to function in fast-paced environment while handling multiple tasks Due to the nature/scope of Athletics and Athletics events, position may require work during evenings, weekends, and holidays, as well as the ability to stand / walk for extended periods of time. As a staff member of UCF Athletics, the selected candidate will be a person of integrity and character who shares a commitment for knowing and complying with NCAA, Conference, and institutional rules as they apply to the UCF Athletics program. Salary: Negotiable Please note that UCF Athletics operates as a Direct Support Organization (DSO) of the University of Central Florida, with different payroll and benefits than university employees. If interested in positions with the university, please click Here to visit their website. As a proud member of the Big 12 Conference, our mission is to positively transform the lives of our students academically, athletically and personally through a nationally competitive intercollegiate athletics program that enhances the reputation and visibility of the university. We strive to be Florida's preeminent athletic program representing UCF and our community with distinction on the national stage as “Orlando's Hometown Team.” UCF Athletics values our employees and working for us has its perks, including: Benefit packages: Medical, Dental, Vision, Life Insurance, Supplemental Insurances, Flexible Spending & Health Savings Accounts, and Employee Assistance Program Wellness initiatives: UCF Athletics is recognized by Cigna Healthcare with the silver level Healthy Workforce Designation for our commitment to employee well-being and vitality through our benefits offerings, wellness platform and programming Paid time off for applicable positions, including annual and sick time off and paid holidays Retirement savings options Employee discounts, including tickets to many Orlando attractions Tickets to UCF sporting events Education assistance To learn more about UCF and the Knights, visit our websites at ucf.edu and ucfknights.com.

Department: UCF Athletics - Production Under the oversight of the Senior Associate A.D./Executive Producer of Athletics Production, the staff assistant will support game day production for in-venue and streaming platforms. Multiple individuals will be selected for the team as appropriate. Selected candidates are expected to be actively engaged home games across multiple sports for UCF Athletics, with assignments frequently scheduled on nights and weekends. Responsibilities include, but are not limited to: Production engineering Technical director Audio & video Camera operations, including replay Announcers Utilities Minimum Qualifications: Must be at least 18 years old Preferred Qualifications: Work hard Strong attention to detail Communication Team Player Be passionate Due to the nature/scope of Athletics and Athletics events, position may require work during evenings, weekends, and holidays, as well as the ability to stand / walk for extended periods of time. As a staff member of UCF Athletics, the selected candidate will be a person of integrity and character who shares a commitment for knowing and complying with NCAA, Conference, and institutional rules as they apply to the UCF Athletics program. Salary: Negotiable Please note that UCF Athletics operates as a Direct Support Organization (DSO) of the University of Central Florida, with different payroll and benefits than university employees. If interested in positions with the university, please click Here to visit their website. As a proud member of the Big 12 Conference, our mission is to positively transform the lives of our students academically, athletically and personally through a nationally competitive intercollegiate athletics program that enhances the reputation and visibility of the university. We strive to be Florida's preeminent athletic program representing UCF and our community with distinction on the national stage as “Orlando's Hometown Team.” UCF Athletics values our employees and working for us has its perks, including: Benefit packages: Medical, Dental, Vision, Life Insurance, Supplemental Insurances, Flexible Spending & Health Savings Accounts, and Employee Assistance Program Wellness initiatives: UCF Athletics is recognized by Cigna Healthcare with the silver level Healthy Workforce Designation for our commitment to employee well-being and vitality through our benefits offerings, wellness platform and programming Paid time off for applicable positions, including annual and sick time off and paid holidays Retirement savings options Employee discounts, including tickets to many Orlando attractions Tickets to UCF sporting events Education assistance To learn more about UCF and the Knights, visit our websites at ucf.edu and ucfknights.com.

Responsibilities Provides high-level, confidential and professional executive administrative support to the Office of the Senior Vice President of University Community Partnerships and the leadership team to plan, prioritize and schedule meetings and appointments, making judgement calls on priorities as necessary. Ensures all information coming in and going out of the Senior Vice President's office is timely, relevant, professional, credible, and information is acted on appropriately. Works closely with the UCP leadership team on various projects and priorities. Serves as the Senior Vice President's delegate for various approval processes. Serves as a liaison between the Senior Vice President and USF's internal and external constituents, as well as a resource to others, managing the flow of communication. Screens incoming correspondence and responds/routes as appropriate. Receives and triages calls and briefs leadership and/or responds independently, as appropriate. Independently provides relevant and timely responses to inquiries received, or referred, to appropriate area for action. Explains USF policies and procedures, answers questions, and independently resolves issues whenever feasible. Keeps appointment calendars for designated administrators, schedules meetings, conferences, arranges and coordinates administrative and logistical support for travel to meetings and conferences. Compose and/or prepare correspondence, memoranda, forms, and reports using appropriate software systems. Perform statistical calculations on data for reports and presentations. Accountable for project/program status updates and reporting. Research and compile a variety of information for projects and programs. Develop and carry out various tasks to assist with needs critical to the operation of UCP. Demonstrate a broad authority in formulating, recommending, and implementing new initiatives that benefit the outreach, impact, and efficiency within UCP. Responsible for ensuring the general day-to-day operation of the unit. May supervise staff and/or students. Support functions related to event planning, both in terms of small and large events. Works closely with USF administrative and financial services to coordinate and/or process financial requirements including, but not limited to, purchasing and travel. Coordinates and manages travel preparation and reimbursement for the UCP leadership, and also works with consultants and guests on travel when needed. Supports purchasing requirements for the Senior Vice President's office, utilizing university P-Card. Perform other administrative duties as required to support the mission and function of the Office of University Community Partnerships. Qualifications Minimum Qualifications: This position requires a high school diploma or equivalent, with at least five years of experience in an office or administrative support position or a Bachelor's degree and 3 years of related experience. Additional education may not be substituted for this experience requirement. Preferred Qualifications: Four or more consecutive years of professional executive assistant experience supporting executive level leadership. Successful candidates must possess excellent communication skills, exhibit attention to detail, display initiative, demonstrate the ability to exhibit sound judgment, flexibility, and the ability to work independently. Must be able to thrive in a multi-tasking and fast paced environment and maintain confidentiality. Advanced proficiency with Microsoft Office, Outlook, Word, Excel and PowerPoint. Experience in a large higher education environment and knowledge of university protocol highly preferred.

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 is within Florida Foundation Seed Producers, Inc. (FFSP), a direct support organization of the University of Florida, and provides advanced, high-level administrative and programmatic support to the Executive Director of FFSP. The position performs administrative, programmatic, and operational functions related to FFSP's technology transfer and Foundation seed production operations and coordinates related projects, programs, meetings, and events. The incumbent is 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 operations. This position frequently handles confidential information and non-routine administrative duties requiring discretion. Administrative & Executive Support * Provides comprehensive administrative and programmatic support to the Executive Director of FFSP. * Establish priorities and organize the Executive Director's tasks, meetings, and internal and external projects to ensure deadlines are met. * Prepares professional correspondence, executive-level reports, meeting materials, reports, and agendas. * Coordinates strategic initiatives and supporting program development activities under the direction of the Executive Director. * Manages document archiving and digital file systems. * Manages confidential correspondence and sensitive information. * Schedule and support virtual and in-person meetings (Zoom, Teams, etc.) with various stakeholders. * Coordinate travel arrangements and manage expense reports. * Handle invoice processing by obtaining approvals and submitting to fiscal staff. Program, Project, & Event Coordination * Independently plans and executes projects and events related to technology transfer and seed production, including scheduling, logistics, documentation, and stakeholder communication. * Coordinates project milestones, timelines, and deliverables. * Prepares and maintains project reports, databases, and documentation. * Monitors progress towards organizational and program objectives. * Coordinate all aspects of FFSP Board and membership meetings in collaboration with the Communications Specialist. Office Operations & Team Collaboration * Work collaboratively with all members of the organization to ensure efficient operations. * Maintains organized office systems, records, and files. * Assists with procurement and vendor coordination. * Provide front-office coverage and support to other colleagues when needed. * Manage multiple projects simultaneously and prepare detailed reports. Expected Salary: $46,000 - 60,500, commensurate with education and experience Required Qualifications: Bachelor's degree and three years of appropriate experience or an equivalent combination of education and experience. Preferred: • Experience in agriculture, intellectual property, and/or technology transfer. * Ability to plan, organize, and coordinate work assignments while balancing multiple priorities. * Demonstrated ability to 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 and organizational skills. * Ability to successfully plan, manage, and execute meetings and events. * Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, and business documents. * Reliable team member who exercises sound judgment and discretion. * Commitment to establishing and maintaining effective, positive working relationships in a team-oriented environment. * Demonstrated ability to work both independently and collaboratively to manage high-volume workloads and meet time-sensitive deadlines. * Proficiency with Microsoft Office (particularly Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and related software. * Proficiency with scheduling and operating videoconference systems (Zoom, Teams, etc.) Special Instructions to Applicants: In order to be considered, you must upload your cover letter, resume, and a list of three (3) professional references. NOTE: The "Time Limited" designation refers to the type of funding used to support a position, not a time limit for the position. FFSP is adequately funded. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No

Under limited supervision, provides general administrative support to a department or group of professionals. Collects, compiles, and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Qualifications Required Education: High School Diploma or GED Preferred Education: Associate's Degree Necessary Skills: 1. Good working knowledge of generally used software/computer packages such as Microsoft Word, Excel and Access. 2. Excellent interpersonal and written communication skills. 3. Ability to use critical thinking, problem solving and good judgment. 4. Working knowledge of specific departmental procedures as required by supervisor. Required Experience: Less than one year working in an office environment

Classification Title: Administrative Specialist II Classification Minimum Requirements: Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience. Job Description: * The Administrative Specialist manages and implements the administrative functions of the Department. Completes special assignments, compiles confidential information, and prepares reports utilizing this information as required by the Chair and College Administration; Coordinates and prepares Department reports required by various administrative units of the University, including Faculty Assignment Reports, Effort Calculators, Effort Certification, Academic Activities Reporting, Space Reports, etc. Prepares rough drafts of correspondence, announcements, meeting minutes, etc., for the Chair; Disseminates information to department faculty /staff as appropriate; Maintains current information on University policies and procedures, advises faculty and staff on appropriate Departmental, College, University, State, and Federal regulations, and ensures compliance. * Coordinates secretarial/clerical personnel and workload in the Department administrative office, establishing priorities and deadlines to support administrative activities, directives of the Chair, and needs of the faculty regarding their teaching, research and service responsibilities; oversees implementation of teaching evaluation procedures for both professional and graduate courses taught by the Department faculty; oversees the peer-review evaluation process for faculty teaching; oversees preparation of all U.S. Citizenship and Immigration Services requests for J visas, including short and long term scholars, exchange visitors and student interns. Oversees planning and coordination of departmental retreats, meetings, assemblies, seminars, and chalk-talks, including choice of venue, catering, and decorations (when appropriate); ensures appropriate notices/invitations are created, distributed, and posted as needed. * Supervises and coordinates personnel actions, including personnel recruitment, requests for offer letters, appointments, reviews paylists biweekly, manages time and leave approvals, and salary distribution changes for faculty, postdoctoral associates, graduate assistants, TEAMS employees, and Students/OPS staff. Coordinates and implements faculty appointments on grants in consultation with the Chair and in compliance with UF's Cost Principles, Cost Accounting Standards, CAS Exemptions, and the OMB Uniform Guidance, and in support of the salary recovery program in the Department. Distributes and implements administrative actions needed to support faculty and staff; coordinates and provides support to faculty members and the Chair for Faculty Annual Evaluations, Promotion and Tenure, Post-Tenure Review, Mid-Term Review, and Salary Pay Plan for Professors. The Administrative Specialist provides quality control review to be sure that documents are complete, error-free, and in order prior to uploading to the On-line Promotion and Tenure system. * Supervises the overall activities of the Department budgets and grants, provides advice to the Department and Faculty to ensure compliance with University and Federal Cost Accounting principles and guidelines for expenditure of grant funds, both federal and private; coordinates the compilation of proposals and justifications for Departmental budget requests, including mid-year requests for equipment, supplies and/or other personnel services. Interfaces with the Executive Director of the College and Financial Services Office to support the Department in order to establish and monitor the Departmental budget. * Responsible for maintaining Departmental web presence; including public pages under departmental control, updating information daily, or as needed, for web pages under department control, including individual faculty pages, and for maintaining the Connect (intranet) site, which includes current policies, lists, seminar and other time-sensitive information, as well as posting and monitoring surveys as needed for anonymous faculty votes. Assists faculty with the use of these sites as needed for teaching and informational purposes.

Classification Title: Administrative Assistant I Classification Minimum Requirements: High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience. Job Description: Faculty Admin Support: * Provide administrative support to faculty (portfolio based) including maintaining confidential and sensitive information. * Manage calendars, including the coordination and scheduling of meetings. * Make copies of reports, brochures, pamphlets, and other materials. * Write/edit correspondence; manage and organize paper and electronic files, databases; and distribute/collect correspondence, reports, and other information. * Assist with meetings or event setup. Research Support: * Update research websites. * Enter student appointment forms. * Maintain/modify C&P and bio-sketch, and other proposal docs. Faculty Fiscal Support: * Provide fiscal support to faculty (portfolio based). * Manage travel arrangements, including booking flights, hotel and rental car reservations, and arrangements with agendas. * Purchase lab supplies as needed. ECE HQ Admin Support: * Oversee mail/package delivery for the ECE department. * Create FedEx shipping labels. * Schedule and arrange monthly Early Career faculty meetings. * Perform front office clerical and reception tasks in the absence of the Front Desk Staff such as greeting visitors, answering multiple phone lines, maintaining room calendars, purchasing supplies and assisting with copies, scanning, faxing, etc. Perform other duties, as assigned.

Classification Title: Administrative Assistant I Classification Minimum Requirements: High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience. Job Description: Administrative Serve as point of contact for all facilities and IT/phone work orders. Assist in distributing mail and securing UF | Research's offices, daily when assigned. Responsible for online directory upkeep, calendar maintenance, state vehicle reservations and logs, office supply orders, GatorOne ID authorizations, and creation of UFID's and affiliations for external researchers. Maintain up-to-date lists of the departmental staff, organizational charts as well as phone numbers and locations for all UF | Research staff. Track and monitor all required training for the department annually and communicate with employees and department affiliates regarding training compliance. Provide high-level customer service by serving as a liaison through various administrative duties for UF | Research's support units. Creates and maintains employee personnel files, ensuring documents are accurate and records retention requirements are met. Human Resource Duties Assists in processing new hires (OPS, Volunteers, and Student Assistants) including posting positions, processing background checks, performing pre-hire experience verifications, and completing necessary new hire paperwork, ensuring new hires are processed following university, state and federal regulations. Process various job edits, reclassifications, changes in FTE, reclassifications, non-renewals, terminations/resignations and leave cash-outs. Review time and labor for an assigned portfolio of departments on a bi-weekly basis through review of timesheets, leave applications and paylists. Assist in managing and retaining leave calendar and applications, and processing various payroll-related actions as-needed. Assistance to the Director for Human Resources The Administrative Assistant I will perform a variety of duties as assigned by the Director of Human Resources according to daily needs and operation of UF | Research, Personnel Services. This includes performing errands, scheduling, reporting services/repairs, distributing mail, and performing special projects as assigned. Other duties as assigned The Administrative Assistant will be cross-trained to assist in all areas of the office during peak workload periods. Miscellaneous Responsible for coordinating annual service pin award ceremony for service pin recipients.

The Administrative Specialist II will report directly to the Director of the Center for Advancing Faculty Excellence (CAFE), and also supports the Assistant Director of Faculty Engagement. The position provides comprehensive clerical and administrative support to CAFÉ, especially as this division is being built from the ground up. This position will be the only administrative support to coordinate the scheduling and maintaining of calendars, coordinating meeting logistics, and assisting with day-to-day operational needs. In addition, this role serves as the first point of contact for the CAFE Office; greeting and assisting visitors, faculty, staff and students. About This Role: Executive and Calendar Support * Provide high-level administrative support to the Director and Assistant Director within CAFE, ensuring the efficient management of their calendars and daily operations. * Coordinate and schedule complex meetings, recurring engagements, and special events, often involving multiple stakeholders. * Proactively manage competing priorities, anticipates scheduling needs, and communicates changes promptly to all participants. * Prepare and distribute supporting materials in advance of meetings. * Maintain confidentiality, exercises sound judgment, and ensures that all interactions and scheduling align with College of Medicine and CAFE priorities Administrative Management * Provides comprehensive clerical and operational support for CAFÉ activities and initiatives; as requested by the Director and Assistant Director. * Manage the coordination of logistics for meetings, events and faculty searches, ensuring all details are executed professionally and efficiently. * Coordinating logistics and operational support for meetings, events, and activities. Managing hospitality arrangements to ensure a positive and seamless experience for participants. Preparing, reviewing, and distributing communications and related materials as needed. * Overseeing general administrative operations, including supplies, deliveries, and other support functions for CAFÉ. Assisting with visitor engagement, onboarding support, and the implementation of CAFÉ-led programs and initiatives. * Manages the flow of incoming and outgoing mail and materials to ensure timely and organized distribution. Office Development Administration * Supports the build-out of new CAFÉ processes and administrative workflows by organizing materials, tracking details, and helping ensure components come together smoothly. * Assists with assembling and coordinating the foundational elements of the initiative, including preparing documents, gathering information, and facilitating communication as needed. * Helps organize and maintain the administrative pieces required for the build of CAFÉ and its development, ensuring tasks and materials are completed and aligned as the progress happening. Front Office and Visitor Support * Serves as the first point of contact for the CAFE Office, greeting visitors in a courteous and professional manner. * Provides information, directs guests to appropriate personnel or locations, and ensures a welcoming office environment. * Ensure all materials are routed appropriately and that office records are maintained with accuracy and confidentiality. * Demonstrate strong communication and customer service skills in all interactions with faculty, staff, students, and external partners. About the College of Medicine: The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of community, the College of Medicine plays a pivotal role in shaping the future of medicine. For more information about the College of Medicine and its programs, visit College of Medicine. We Offer Exceptional Benefits: * Low-cost State Health Plans: Medical, Dental, and Vision Insurance * Life and Disability Insurance * Generous Retirement Options to secure your future * Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave) * Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more * Tuition Assistance through the UF Employee Education Program * Public Service Loan Forgiveness (PSLF) Eligible Employer

Classification Title: Administrative Support Assistant II Classification Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience. Job Description: Receive and respond in a timely manner to requests for vehicle reservations, taking reservations, confirming reservation, and correspondence. Input and update reservation requests, customer data, and vehicle information. Data entry and use of office computer systems for creating work orders, reports, developing spreadsheets and correspondence, transferring files, and updating records. Receive all new vehicles and input them in the Admin Portal. Explain policies and procedures related to vehicle use and purchase. Answers all office phone lines, take messages, answer inquiries, and give directions. Serves as a unit contact and liaison to Motor Pool, the public, and other university departments. Assists department employees with administrative questions and tasks. Maintain vehicle files according to established filing system. Track and record all safety inspections completed/received for vehicles throughout the state. Receive all safety recalls and distribute them to the correct departments. Support the continued use and operations of office equipment (copier, computers, printer, scanner and fax machine). Alert appropriate staff to order supplies and replace used, worn or depleted supplies. Open and disburse office mail. Coordinate lost and found information. Check vehicle history, inspection, and maintenance schedules for additional needs and call customers with estimates on their vehicle repairs. Coordinate and dispatch work orders to technicians. Coordinate with superintendent as needed. Valid Class E Driver's License is Required.