Administrative Specialist

Administrative Specialist

The Administrative Specialist serves as a central resource for faculty, staff, students, and visitors by coordinating departmental operations, managing specialized administrative processes, supporting recruitment and event initiatives, and ensuring compliance with university policies and procedures. The position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic and clinical environment.

Responsibilities

Manage the department's SONA research participation system, including participant tracking, study support, and troubleshooting for faculty and students.

Perform clinic cash reconciliation activities and maintain accurate financial records in accordance with university and departmental procedures.

Coordinate exam copy production, scanning, and distribution processes while maintaining confidentiality and efficiency.

Oversee office supply inventory, purchasing, and distribution for departmental operations.

Coordinate visitor parking pass requests and provide logistical support for guests, candidates, and visitors.

Plan and coordinate departmental events, meetings, workshops, and special functions, including scheduling, logistics, catering, communications, and on-site support.

Coordinate travel arrangements and itineraries for faculty candidate recruitment visits, including transportation, lodging, reimbursements, and scheduling.

Provide administrative support for annual graduate student recruitment activities and events.

Process vendor payments and assist with procurement-related activities in compliance with university guidelines.

Manage departmental asset tracking and inventory processes, including:

Off-campus property permits

Equipment disposal documentation and coordination

Departmental tagging and inventory updates

Resolution and tracking of unscanned or missing assets

Coordinate departmental Continuing Education Unit (CEU) administration, including documentation, reporting, participant tracking, and compliance support.

Supervise and manage Federal Work Study (FWS) student employees, including onboarding, scheduling, training, and task coordination.

Perform specialized administrative duties required to support departmental operations, exercising independent judgment within established university and departmental guidelines.

Interpret and apply university policies and procedures to ensure operational compliance and administrative efficiency.

Maintain effective working relationships with faculty, staff, students, vendors, and external stakeholders.

Perform other administrative duties as assigned to support the mission and functions of the Department of Psychology.

Qualifications

Minimum Qualifications:

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. Senate Bill 1310- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S. A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

(a) Two years of direct experience for an associate degree;

(b) Four years of direct experience for a bachelor's degree;

(c) Six years of direct experience for a master's degree;

(d) Seven years of direct experience for a professional degree; or

(e) Nine years of direct experience for a doctoral degree.

Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. Minimum qualifications that require a high school diploma are exempt from SB 1310.

Preferred qualifications may include:

Experience working in higher education, healthcare, clinical, or academic environments.

Experience coordinating events and managing complex scheduling logistics.

Experience with financial reconciliation, purchasing, or inventory management.

Strong organizational, communication, and customer service skills.

Proficiency with Microsoft Office and university administrative systems.

Ability to manage multiple projects independently and maintain confidentiality.