Administrative Specialist I

Administrative Specialist I

Classification Title: Administrative Specialist I

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

Job Description:

Academic program support

A) Sets application cycles and monitors submission of required materials for all faculty development initiatives run by the Office of Global Learning. This includes applications for the Global Learning Institute, Virtual Exchange Trainings, Intercultural Leadership Institute, COIL/VE for Staff and faculty learning communities.

B) Collects and organizes application materials to be reviewed by the selection committee. Communicates selection decisions to facultyapplicants.

C) Supports virtual exchange tracking by compiling lists and project descriptions. Awards digital badges.

D) Communicates with UF Faculty and virtual exchange partners answering questions andenrolment in programs. Develops communication templates and procedural instructions for these interactions for the office.

E) Organizes distribution of medallions and certificates of award for all programs including the International Scholars and Peace Corps Prep Programs.

F) Provides organizational and logistical support for campus events (i.e., faculty trainings, student events, faculty visitors, graduation ceremony)

Administrative and Communications Support

A) Serves as a public contact for the office and answers inquiries by e-mail, mail, telephone, and in person.

B) Supports director with organizing travel and calendars

C) Coordinates communications and marketing initiatives with the UF International Center's marketing team, and the unit's student employees curating all social media accounts and newsletters.

D) Develops and organizes marketing campaigns for all programs to be implemented during the recruitment cycles.

E) Writes and edits content for flyers, brochures, events, and newsletters. Writes and edits content for webpages affiliated with the Office of Global Learning. Ensures webpages are accurate and kept up to date, including the office's catalogs

F) Continuously seeks new avenues to promote unit programs to engage both faculty and student audiences. Drafts reports and develops presentations. Organizes information sessions for faculty programs. Participates in tabling events on campus to OGL and promote programs.

G) Manages and schedules multiple team meetings per week for the unit. Sets the agenda for each meeting.

H) Supervises student employees. Trains students, acts as project manager for different campaigns and marketing initiatives, assigns tasks, communicates information related to timesheets and

Budget and Fiscal

A) Collects department fiscal information from faculty participants and coordinates the transfer of funds (awards) with the OGL Director and the Finance Manager. Communicates the disbursement timeline and sends of the transfer to faculty.

B) Creates travel requests and completes expense reports for staff and students in the UFGO system. Works with other UFIC staff to problem-solve any issues related to travel or special cases.

C) Monitors the unit's supplies and makes purchases (certificates, medallions, office supplies) as needed.

D) Keeps and manages expenses related to the unit's P-Card and Publix Card.

E) Monitors, tracks and updates the unit's budget funds and expenditures on the International Center and unit spreadsheets.

F) Assesses the specific needs of each event and places catering orders if needed. Ensures

Other duties as assigned

A) May include service on committees or coordination with other units inside the UF International Center

Expected Salary: $22.03 - $24.90/hour

Required Qualifications: Bachelor's degree; or an equivalent combination of education and relevant experience.

Preferred: Strong digital literacy skills with demonstrated experience with marketing, social media, and communications. Demonstrated experience with digital marketing content platforms (i.e. Canva). Outstanding written and verbal communication skills. Comfort speaking with diverse audiences. Excellent interpersonal skills. Ability to organize events, manage multiple tasks at once, and to move quickly between tasks. Expertise in UF's administrative tools, policies, and procedures. Expertise in UF's academic program administrative tools, policies, and procedures. Experience in academic program support. Experience in public relations and marketing connected to academic and/or international programming. Experience supervising or managing students (or similar task-based managerial experience). Experience living or working abroad and proficiency in at least one foreign language.

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.

Health Assessment Required: No