Administrative Specialist (Office Manager)

Apply now Job no: 537417

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support

Department:18300000 - ED-LASTINGER CENTER

Classification Title

Administrative Specialist II

Classification Minimum Requirements: Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience. Job Description:

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 Learning’s 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 children's 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 nation's elite public research universities, the Center operates as a dynamic, entrepreneurial workplace focused on executing UF's 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

Administrative Support (Office Management)

• 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.
  
  

Executive Support

• 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 executive’s 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.
  
  

Processing Support

• 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.
  
  

Expected Salary

$52,500-57,500

Required Qualifications

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

Preferred

• 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
  
  

Special Instructions To Applicants

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.

Health Assessment Required: No

Advertised: 03 Oct 2025 Eastern Daylight Time

Applications close: 17 Oct 2025 Eastern Daylight Time

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