Talent.com
Administrative Specialist III
Administrative Specialist IIIInsideHigherEd • Gainesville, Florida, United States
No longer accepting applications
Administrative Specialist III

Administrative Specialist III

InsideHigherEd • Gainesville, Florida, United States
9 days ago
Job type
  • Full-time
Job description


Administrative Specialist III

Job No: 539649
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Human Resources, Office/Administrative/Fiscal Support
Department: 16360000 - LS-PHYSICS

Job Description


Classification Title:

Administrative Specialist III

Classification Minimum Requirements:
Bachelor's degree and five years of appropriate experience or an equivalent combination of education and experience.

Job Description:
The Administrative Specialist III is responsible for the day-to-day management of administrative functions in the Department of Physics within the College of Liberal Arts and Sciences. This position leads the coordination of operations across HR, finance, and academic processes. Working closely with the Department Chair, this role ensures compliance with university policies, promotes effective internal workflows, and serves as liaison to offices across campus. The Department of Physics is a large, research-intensive academic unit with over 300 employees and significant external research activity. Staff Oversight
  • Directly supervise fiscal and academic support staff, holding regular team meetings and one-on-one check-ins.
  • Review duties, workloads, and performance across the TEAMS and USPS staff; reassign responsibilities and provide training as needed.
  • Coordinate departmental staff policies and maintain documentation; advise faculty and staff on university, college, and department procedures.
  • Manage staff work arrangements, including remote schedules, office assignments, and awards/recognitions.
  • Oversee onboarding/offboarding and ensure proper training for new or transitioning employees.
  • Supervise the graduate and undergraduate administrative ensuring compliance.
Administrative Operations
  • Develop and maintain administrative calendars and workflows for recurring processes such as FARs, annual reports, budget planning, and academic appointments.
  • Help maintain academic calendars and ensure program deadlines are met.
  • Coordinate responses to college and university data requests, including space reporting, inventory, teaching assignments, and faculty activity.
  • Maintain, recommend, and update internal administrative procedures
  • Serve as departmental liaison to key campus offices including the Dean's Office, Provost, Registrar, and Graduate School.
  • Coordinate logistics for departmental events, reviews, and meetings as needed.
  • Oversight of payroll and financial data, coordinates with the Department Chair and fiscal staff to monitor reports and address issues.
  • Assist with annual space verification and asset inventory submissions.
HR Administration
  • Coordinates employment lifecycle actions for faculty, staff, OPS, and student employees in partnership with CLAS HR/SSC and UF units, ensuring timely processing and compliance.
  • Coordinates departmental payroll processes, including paylist review, distribution processing, retroactive actions, and emergency check requests as needed.
  • Coordinates time and leave processes, including facilitating approvals and resolving issues with employees and supervisors.
  • Coordinates effort reporting activities and documentation; drafts/maintains Faculty Activity Reports (FAR) and effort related materials using the department rubric and established processes.
  • Assists the Department Chair with faculty affairs administration as needed (e.g., annual evaluations and related process coordination), ensuring deadlines and documentation requirements are met.
  • Maintains appropriate unit administrative records and tracking logs related to HR and payroll processes.
  • Serves as the department DSA, including maintaining appropriate access/permissions and coordinating DSA-related processes in accordance with UF requirements.
Compliance, Accreditation, and Reporting
  • Coordinate and compile department responses to internal or external reporting requests including accreditation, program review, and audits.
  • Assist in monitoring compliance with university policies related to HR, finance, space, and faculty affairs.
  • Maintain records of reporting deadlines and ensure timely submission of required data to the college or central offices.
  • Monitor and ensure staff compliance with institutional policies.
Chair Support
  • Assist the Chair in problem-solving on personnel, fiscal, and resource-related matters for faculty and researchers.
  • Collaborate with the Chair and Accountant to prepare annual and summer budget requests; assist in financial reconciliation.
  • Support Chair in executing faculty affairs processes including tenure and promotion, program review, faculty searches, and internal governance.
  • Support the Chair and faculty with processes related to instructor workload, course evaluation summaries, and credentialing documentation
  • Coordinate departmental participation in college or campus-wide initiatives and respond to ad hoc administrative projects.
  • Serve as a reviewer or secondary approver for major fiscal actions in myUFL and assist with internal reviews of expenditures, budget projections, and carryforward.


Expected Salary:

The salary is $67,000 - $77,000

This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave.

Required Qualifications:
Bachelor's degree and five years of appropriate experience or an equivalent combination of education and experience.

Preferred:
  • Strong knowledge of UF administrative systems and processes, including myUFL, UFIRST, and Enterprise Analytics.
  • Demonstrated ability to lead, supervise, and coach administrative teams in a higher education environment.
  • Experience managing HR processes, budgeting, and faculty affairs in an academic department.
  • Excellent organizational and time-management skills, with the ability to track multiple concurrent projects and deadlines.
  • Strong written and verbal communication skills, including experience drafting formal correspondence, procedures, or reports.
  • Ability to interpret and apply complex policies or regulations at the department level.
  • Proficiency in Microsoft Office Suite, particularly Excel and Outlook, and comfort learning new systems.
  • Familiarity with academic cycles, teaching assignments, and graduate student appointment processes.
  • Experience coordinating department-level responses for accreditation, annual reports, or space management.
  • Commitment to maintaining confidentiality, professionalism, and collegiality in a dynamic academic setting.
  • Ability to foster a collaborative and respectful workplace culture that supports both individual accountability and teamwork.


Special Instructions to Applicants:
To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:
No



Applications Close: 10 May 2026

To apply, visit https://explore.jobs.ufl.edu/en-us/job/539649

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.









Copyright ©2025 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency

jeid-64f320180d80f644bb9214e8abd8d00d
Create a job alert for this search

Administrative Specialist III • Gainesville, Florida, United States

Similar jobs

IR Technologist I PRN

HCA Florida North Florida HospitalGainesville, Florida, US
Full-time +1

Do you want to join an organization that invests in you as a(an) IR Technologist I PRN? At HCA Florida North Florida Hospital, you come first.HCA Healthcare has committed up to $300 million in prog...Show more

 • Promoted • New!

Accountant II

University of FloridaGainesville, Fl, Alachua County, Fl; Florida, US
Full-time +1

Accountant II Job No: 539392 Work Type: Full Time Location: Main Campus (Gainesville, FL) Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support Department: 23130100 - CJC-WU...Show more

 • Promoted • New!

Surgical Technologist Specialist 3-12 | OR South Tower | Variable | Full Time

UF HealthGainesville, FL, United States
Full-time

Overview: Assist as a member of the surgical team who works with the surgeon, registered nurse, and anesthesiologist delivering direct patient care before, during and after surgery.The technologist...Show more

 • Promoted

RN Intermediate Care Unit

HCA Florida North Florida HospitalGainesville, FL, US
Full-time +1

HCA Florida North Florida Hospital is committed to investing in the latest technology enabling nurses to work more efficiently.Are you passionate about delivering patient-centered care?Submit your ...Show more

 • Promoted

IT Support Specialist

US NavyAlachua, FL, US
Full-time

Information Technology Professional (IT/CTN/IS).Information Systems Technicians, Cryptologic Technician Networks, and Intelligence Specialists keep the Fleet connected, informed, and secure by oper...Show more

 • Promoted • New!

Remote Work From Home Administrative Assistant Admin - Part Time Panelists Needed

ApexFocusGroupGainesville, FL, United States
Remote
Full-time +1

Seeking participants for Focus Group and market research studies.Work part-time from home and earn up to $750 per week.Register to see if you are eligible.Administrative Assistant admin experience ...Show more

 • Promoted

Hospital Sales Specialist

Inizio EngageGainesville, FL, US
Full-time

Engage has partnered with CSL Behring!.We are seeking a performance-driven Hospital Sales Specialist who is passionate about making a difference in healthcare.Health Care Professionals (HCP), hospi...Show more

 • Promoted • New!

Coordinator II 113720

University of West FloridaGainesville, FL, United States
Full-time

Employment based visa sponsorship will NOT be considered for this position.Government Contracting Consultant.The Government Contracting Consultant works directly to strengthen the Department of War...Show more

 • Promoted

Information Technology Professional

US NavyAlachua, FL, US
Full-time

Information Technology Professional (IT/CTN/IS).Information Systems Technicians, Cryptologic Technician Networks, and Intelligence Specialists keep the Fleet connected, informed, and secure by oper...Show more

 • Promoted • New!

RN Orthopedics Unit

HCA Florida North Florida HospitalGainesville, Florida, US
Full-time +1

Do you have the career opportunities as a(an) RN Orthopedics Unit you want in your current role? We invest in what matters most to nurses like you – at home, at work, and at every stage in your car...Show more

 • Promoted • New!

Information Systems Technician

U.S. NavyAlachua County, FL, United States
Full-time

Job Title : Information Technology Professional (IT/CTN/IS) Category / Component : Enlisted • Both Overview Information Systems Technicians, Cryptologic Technician Networks, and Intelligence Specia...Show more

 • Promoted

Administrative Assistant

TrueNet CommunicationsGainesville, FL, US
Full-time
Quick Apply

TrueNet Communications is a national infrastructure engineering and specialty contractor serving the wireless, broadband, and telecommunications markets.We plan, design, build and support communica...Show more

Administrative Assistant

Emerging Tech, LLCAlachua, FL, US
Full-time
Quick Apply

Administrative Assistant Company: Emerging Tech Location: Gainesville, FL Schedule: Hybrid with onsite Monday, Wednesday, and Friday Employment Type: Full Time Salary: $50,000 – $55,000 About Us: E...Show more

Remote Tax & PAYGO Operations Specialist

Insurance Office of AmericaGainesville, FL, United States
Remote
Full-time

A leading insurance firm is seeking a Tax & Operations Support Specialist to work remotely from Florida.This role involves managing Workers Compensation reporting, collaborating with various teams,...Show more

 • Promoted

OB Laborist Needed in Florida; (8) 24-Hour Shifts Per Month

CHG HealthcareGainesville, FL, US
Full-time +1

You will enjoy living and working in Gainesville, which ranked as the number one place to live in North America in an edition of Cities Ranked and Rated and ranked as one of the best places to live...Show more

 • Promoted

RN Special Procedures IR and Diag Imaging

HCA Florida North Florida HospitalGainesville, Florida, US
Full-time

Ready for a role that supports your unique calling in patient care and fits your life? At HCA Florida North Florida Hospital, you’ll find clear pathways to advance backed by our unmatched nationwid...Show more

 • Promoted • New!

Project Specialist

Industrial Inspection & AnalysisAlachua, FL, United States
Full-time

Industrial Inspection & Analysis (IIA) is an emerging, high growth inspection, testing, and analytical business seeking to build a national platform in order to serve a breadth of industrial sector...Show more

 • Promoted

RN Specialist - Hematology Oncology - Solid Tumor| Pediatric Specialties - Shands | Day| Full Time

UF HealthGainesville, FL, US
Full-time

The division of Pediatric Hematology/Oncology at the College of Medicine at the University of Florida is part of the UF Health Shands Children’s Hospital and provides for the care of children with ...Show more