Administrative Specialist I

Main Campus (Gainesville, FL)
Jan 13, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515508
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Student Affairs/Services, Veteran's Preference Eligible
Department:04080200 - SA-SAI-GREEK LIFE

Advertised: 12 Jan 2021 Eastern Standard Time
Applications close: 02 Feb 2021 Eastern Standard Time

Classification Title:

Administrative Specialist I

Job Description:

Provide clerical and administrative support for Sorority and Fraternity Affairs

  • Serve as a primary contact for Sorority and Fraternity Affairs
  • Answer telephones, assist office visitors, answer related questions, and provide departmental reception desk coverage as needed
  • Maintain calendar and scheduling of appointments for staff
  • Assist with appropriate paperwork and online processes for travel requests for staff and students
  • Provide supervision to student employees to manage office operations, customer service, facilities, inventory, and processing of reports.
  • Provides administrative support for the department through hiring of graduate and undergraduate student assistants and volunteers.
  • Provides fiscal support by reconciling purchasing card orders, reviewing invoice payments, ordering office supplies, managing department business accounts.
  • Manage human resource functions for the office and provide updates for staff on trainings and policies.

Manage databases and information collection processes for Sorority and Fraternity Affairs

  • Manage hardcopy and electronic information for over 60 sororities and fraternities and the four governing Greek councils
  • Assist with facilitation of annual registration and subsequent update processes for sororities and fraternities
  • Assist with student organization database, permitting process, and officer eligibility
  • Assist with event permitting procedure for sororities and fraternities as needed
  • Develop and maintain information collection procedures manual
  • Coordinate office mail as needed

Assist in coordination of campus and community events for Sorority and Fraternity Affairs

  • Assist with events such as Greek Awards Banquet and Greek Advance leadership retreat
  • Assist with educational training sessions produced for student leaders
  • Purchase supplies and materials, and coordinate scheduling and venue reservations as directed

Prepare and provide reports for distribution to campus, local, state, regional, and international offices in reference to Sorority and Fraternity Affairs.

  • Supports office in organizing assessment data and developing reports
  • Coordinate collection of and manage student grade reports
  • Manage and provide roster reports as directed
  • Manage parking lists and correspondence for fraternity and sorority houses
  • Assist constituent agencies, offices, and departments as appropriate

Provide clerical and administrative support for Student Activities and Involvement

  • Assist with student organization database
  • Assist with student organization officer eligibility verification process
  • Assist with the hiring and management of student staff members for Student Activities and Involvement
  • Purchase supplies and materials, and coordinate scheduling and venue reservations as directed
  • Provide administrative support to the Director of Student Activities and Involvement

Perform other duties as assigned

Expected Salary:

$40,000; Annually

Minimum Requirements:

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

Preferred Qualifications:

  • Previous experience in an office setting
  • Demonstrated planning, organization, and communication skills (verbal and written)
  • Demonstrated ability to manage multiple tasks and provide responsive and excellent customer service
  • Must have the ability to think proactively when issues arise and make decisions about how to solve problems
  • Demonstrated knowledge and proficiency with computers and basic software applications, specifically Word, Excel, Outlook, and databases
  • Demonstrated strong interpersonal skills and ability to work in a multi-cultural environment
  • Experience and knowledge on fraternities and sororities

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and list of references.

Background check is required

Normal work schedule is M – F, 8am – 5pm. Flexibility to adjust schedule as needed is required (occasional evening work scheduled to meet the needs of the department)

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required: