Administrative Specialist II - Now Hiring

Administrative Specialist II

Job No: 537933
Work Type: Full Time
Location: Alachua
Categories: Office/Administrative/Fiscal Support, Recreation/Event Services
Department: 60040000 - AG-DEAN FOR RESEARCH

Job Description


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



Applications Close: 17 December 2025

To apply, visit

Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.









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