Administrative Specialist (Office Manager)
Administrative Specialist (Office Manager)
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$ 52500 - 57500
1 Vacancy
Job Description
Administrative Specialist II
This position provides administrative support including managing daily office operations and maintaining an organized welcoming environment; supporting Assistant and Associate Directors with scheduling correspondence travel and confidential matters; coordinating domestic and international travel and related financial processes; and ensuring compliance with university policies accreditation standards and funding requirements. Additional duties include facilitating communication with internal and external stakeholders and performing other tasks as assigned. This position is time-limited and soft-funded.
The University of Florida Lastinger Center for Learnings mission is to improve the quality of teaching learning and childcare. We research develop and scale educational innovations for adults and children that put all learners on trajectories for lifelong success. Specifically the Center targets kindergarten readiness 3rd grade reading proficiency and algebra proficiency as critical milestones in childrens educational trajectory that are predictive of success in school and life. The Center works at the nexus of research practice and policy to develop sustainable systems that leverage educational technologies and improve the implementation of research-based practices. Housed in one of the nations elite public research universities the Center operates as a dynamic entrepreneurial workplace focused on executing UFs service mission to strengthen the human condition and improve the quality of life. The Lastinger Center is committed to attracting hiring and retaining top talent by valuing diversity of thought skill and experience. As an equal opportunity employer we believe in fostering environments where team members feel included valued for their differences and empowered to do their best work.
Responsibilities:
- Oversee daily office operations including scheduling correspondence purchasing and records management while ensuring the office runs efficiently and effectively.
- Maintain a clean organized and professional workspace by coordinating with facilities staff monitoring office supplies and proactively addressing areas of concern.
- Provide professional and courteous assistance to students faculty staff and visitors by responding to inquiries resolving issues and fostering a welcoming and supportive office environment.
- Monitor and refine office procedures ensuring compliance with university policies accreditation standards and state and federal requirements while recommending improvements to enhance efficiency.
- Support the Assistant and Associate Directors with travel arrangements scheduling correspondence and other delegated administrative priorities.
- Manage calendars schedule meetings coordinate travel and prepare materials to ensure the executives time is used effectively.
- Screen calls emails and correspondence drafting responses and prioritizing matters requiring executive attention.
- Organize agendas prepare briefing documents take minutes and follow up on action items from meetings.
- Maintain confidential files prepare reports and handle sensitive information with discretion.
- Act as a key point of contact between the executive and internal staff external partners and stakeholders to facilitate smooth communication and collaboration.
- Coordinate domestic and international travel including cost estimates required documentation and adherence to university and funding regulations.
- Prepare and process Travel Authorization Requests arrange prepayments and ensure timely submission of reimbursement vouchers.
- Maintain accurate expenditure records for both state and grant accounts ensuring proper documentation and compliance with audit requirements.
- Manage p-card reconciliations for a group of employees verifying accuracy and alignment with purchasing policies.
- Remain current on university state and grant travel and purchasing policies applying updates proactively to ensure seamless compliance.
$
Bachelors degree and three years of appropriate experience or an equivalent combination of education and experience.
- Comfortable with frequent change
- Comfortable working in a fast-paced environment
- Ability to use discretion
- Strong problem-solving skills
- Effective communication skills
- Ability to manage multiple priorities
- Strong accuracy and attention to detail
In order to be considered you must upload your cover letter and resume.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
This is a time-limited position.
Required Experience:
IC
Employment Type
Full-Time
