Specialist, Administrative Services

Classification Title:

Administrative Spec II

Job Description:

The University of Florida Lastinger Center for Learning’s mission is to improve the quality of teaching, learning, and childcare. We research, develop, and scale equitable educational innovations for adults and children that put all learners on trajectories for lifelong success. Specifically, the Center targets kindergarten readiness, 3rd grade reading proficiency, and algebra proficiency as critical milestones in children's educational trajectory that are predictive of success in school and life. The Center works at the nexus of research, practice, and policy to develop sustainable systems that leverage educational technologies and improve the implementation of research-based practices. Housed in one of the nation's elite public research universities, the Center operates as a dynamic, entrepreneurial workplace focused on executing UF's service mission to strengthen the human condition and improve the quality of life. The Lastinger Center is committed to attracting, hiring, and retaining top talent by valuing diversity of thought, skill, and experience. As an equal opportunity employer, we believe in fostering environments where team members feel included, valued for their differences, and empowered to do their best work.

Administrative

• Coordinates all travel arrangements for multiple Executive Leadership members.
• Stays up to date with all current travel procedures and rules.
• Prepares all forms necessary for reimbursement of travel.
• Process p-card reconciliation for Executive Leadership members.
• Stay up to date with purchasing rules.
• Provide calendar support by scheduling frequent meetings with internal and external associates and partners that have limited and complex availability.

Events

• Collaborate with UF stakeholders and team to plan needs of various concurrent events (large-scale, small-scale, local, and outside of Gainesville).
• Secure event requirements such as location, catering, AV, parking, and materials.
• Serve as point of contact with vendors.
• Evaluates, selects and negotiates contracts and services for events.
• Follow UF event policies.
• Process event receipts and contracts promptly, providing required backup documentation.
• Plan for guest needs such as food allergies, dietary restrictions, special needs requirements, and other requests.
• Assists with the development of strategies to maintain high levels of attendee satisfaction.
• Maintain up-to-date planning notes that can be shared with colleagues as needed.
• Maintain internal Lastinger events calendar.
• Perform site-visits, as needed.
• Supports and manages event RSVPs as necessary.
• Attends events to facilitate operations and responds to emergencies or problems; ensures all aspects of events are implemented and controlled according to plans.
• Communicate and facilitate UF travel policies and procedures associated with event communication.
• Willingness and flexibility to adapt to frequent changes and requests.
• Collaborate with Lastinger Communications team.

Purchasing and Processing

• Support purchasing of commodities by processing purchase orders and auditing invoices.
• Stay up to date with the Fiscal/purchasing guidelines, practices, policies, procedures, computer systems, etc. of the University of Florida
• Use business credit card (PCard) to procure materials, supplies, travel arrangements and other items as needed for Executive Leadership and Lastinger Staff.
• Ensure the timely processing of Pcard transactions, accounts payable, requisitions/purchase orders, expense reports, and travel authorizations.
• Run queries daily to review outstanding transactions and voucher errors.
• Conduct event purchases such as promotional items, printed materials, facilitator supplies.
• Process event receipts and contracts promptly, providing required backup documentation.

Other duties as assigned

Some nights and weekends will be required.

Will travel for assigned business purpose minimally.

Hybrid work location policy:

Lastinger Center for Learning supports and promotes a healthy work-life balance. To achieve this, the Lastinger Center offers a flexible, hybrid work schedule that aligns with the university’s Flexibility in the Workplace Policy. Allowing employees to stagger arrival and departure times as necessary and to vary the number of workdays in the office so long as an employee’s FTE commitment is fulfilled within the university workweek. This policy also allows for occasional, incidental remote work based on individual circumstances.

Expected Salary:

$57,50