Administrative Specialist I

Summary

The Administrative Specialist I plays a pivotal role in managing the daily operations of a smaller office or unit. This entails setting priorities, formulating processes, and facilitating HR and fiscal activities.

Examples of Work

• Set priorities, delegate tasks, and supervise office functions.
• Support department or unit heads with tasks like coordinating travel and organizing calendars.
• Oversee the processing of financial and HR data, approving where needed.
• Share information within the unit, guiding on databases, reporting methods, and protocols.
• Act as the primary unit liaison, aiding the public and other departments, and resolving issues.
• Safeguard confidential data.
• Manage office necessities including supplies, mail, equipment, and security.
• Draft reports, presentations, and materials for various occasions.
• Keep track of budgets and engage in grant-related duties.
• Research, analyze, and offer recommendations to management.
• Plan events and handle special administrative tasks.
• Possibly supervise, train, and evaluate other staff members.

Reference:

Administrative Specialists and Administrative Assistants (formerly Administrative Support Assistants) differ in terms of position hierarchy and associated duties. The Administrative Specialists are a senior designation overseeing complex administrative functions, often involving tasks requiring significant discretion, such as interpreting legal regulations, coordinating intricate administrative projects, and occasionally making decisions on a supervisor’s behalf. This role holds broader responsibilities, such as liaising between public and university departments and potentially managing other staff. In contrast, Administrative Assistants serve as proficient aides, concentrating on general to moderately complex tasks, aiding faculty or management, and focusing on support functions without the typical supervisory or decision-making components seen in the more senior role. In essence, the Administrative Specialists stands out as a position of greater depth and leadership, while the Administrative Assistants emphasize support and resourcefulness in handling general to intermediate administrative tasks.

Education and Experience

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

Licensure and Certification

N/A

Supervision

There might be a supervisory role involved, overseeing other office staff.

Competencies

• Effective Communications
• Accuracy And Attention To Detail
• Interpersonal Relationships
• Managing Multiple Priorities
• Service Excellence
• Problem Solving
• Teamwork
• Active Learning
• Desktop Tools
• Office Administration

To see common career pathways for each position at the University of Florida please visit the Career Paths section of the UFHR website.