Administrative Spec II

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:

The Administrative Specialist II supports the administrative and operational functions in a student support office environment. Serving as a liaison, the position ensures operational efficiency, regulatory compliance, and administrative support for the Director and department.

Key Responsibilities Include:

Supervision & Staff Leadership: Direct, train, and schedule undergraduate student assistants and student desk personnel; evaluate performance and manage daily front-office customer service and lobby management workflows.

• Federal Grant Activities: Coordinate pre- and post-award federal grant activities, monitor sponsored research funding, track grant deliverables and expenditure compliance, and review budget reconciliation for accuracy.
• Compliance, Safety & HR Initiatives: Oversee unit compliance with University, state, and federal privacy/security rules (including FERPA); act as the Building Emergency Coordinator; compiles information for submission the Provost Business Office for processing/approvals.
• Central Unit Collaboration & Fiscal Oversight: Serve as primary operational liaison to the central Unit Administrative team (Provost Business Office); compiles information in UFGO for approval and vendor purchases, and supports monthly departmental budget monitoring.
• Departmental Operations & Executive Support: Provide administrative support to the OAS Director, maintain operational procedure manuals, oversee data reporting (Enterprise Analytics), and manage special administrative projects.

Expected Salary:

$53,000 - $56,000 annually; 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:

• Prior experience supporting federal grant pre- and post-award processes and monitoring sponsored research accounts.
• Demonstrated experience supervising student employees/staff or administrative support personnel in a higher education setting.
• Strong working knowledge of University of Florida administrative systems, including myUFL, myUF Marketplace, UFGO, UFirst, Enterprise Analytics, and Salesforce software.
• Familiarity with FERPA regulations, and workplace safety compliance standards.
• Strong proficiency in desktop productivity, collaboration, and visual design tools, specifically Canva, Google Docs and Sheets, Microsoft Excel, Word, PowerPoint, and Microsoft Teams.
• Professional written and oral communication skills, with demonstrated ability to articulate complex policies, prepare analytical reports, and communicate effectively with university stakeholders.
• Proven ability to exercise independent judgment, manage multiple priorities, and work/collaborate effectively with central administrative business units.

Special Instructions to Applicants:

In order to be considered, applicants should include the following:

1. A detailed cover letter outlining your relevant experience in federal grant administration, personnel supervision, and compliance oversight.

2. A current resume or curriculum vitae.

3. Contact information for three professional references.

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

Health Assessment Required: No