What are the responsibilities and job description for the Administrative Specialist II position at Florida Foundation Seed Producers, Inc.?
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.