Administrative Specialist III

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 UF Health Cancer Institute is the 72nd NCI designated cancer center and the only one at a public university in the State of Florida. As a matrix cancer center, we span all of the University of Florida's 16 colleges, pulling together a world-class, multi-disciplinary membership of over 350 faculty and 150 staff to address the challenges of the cancer burden faced by the population we serve as we work together to find a cure.

As theManager of Administrative Support and Executive Assistant to the Director at the UF Health Cancer Institute (UFHCI), you will be responsible for executive-level workflow management and the coordination of a broad range of high-level administrative, financial, and project management functions in support of the Institute Director.

In your new role you will be responsible for the following:

• Provide high-level executive support to the Institute Director by managing complex calendars, coordinating meetings and travel, preparing agendas and presentations, drafting correspondence, and serving as a trusted liaison with internal and external stakeholders.
• Lead and oversee the Administrative Services team by managing daily operations, supervising staff, developing policies and standard operating procedures, coordinating onboarding and training, and supporting recruitment and performance management activities.
• Oversee executive-level events, advisory board meetings, and special initiatives by coordinating logistics, managing budgets, ensuring seamless execution, and collaborating with leadership, finance, and administrative teams.
• Support executive fiscal and operational activities by coordinating purchasing, travel reimbursements, budget administration, vendor management, financial documentation, and special projects that advance the strategic goals of the UF Health Cancer Institute.

This is a senior-level administrative leadership position, ideal for candidates with significant experience providing executive-level administrative support, managing administrative operations, supervising professional staff, and coordinating complex projects in a fast-paced academic, healthcare, or research environment. A complete job description will be provided to candidates selected for interview.

Expected Salary:

$70,000 - $82,500

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

About the City of Gainesville

Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.

Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!

For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds.

Required Qualifications:

Knowledge/Experience:

• Eight years of relevant experience, preferably alongside a Bachelors' degree in an appropriate area.
• Experience providing high-level administrative or executive support in a complex, fast-paced professional environment.
• Experience coordinating multiple priorities, managing complex calendars, meetings, travel, and confidential communications.

Skills/Abilities:

• Excellent organizational, project management, and time management skills with the ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills, including preparing correspondence, presentations, meeting materials, and reports.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with the ability to handle confidential information using sound judgment and discretion.

Valid driver’s license required.

Preferred:

Knowledge/Experience:

• Master's degree in Public Administration, Business Administration, or a related field.
• Five or more years of executive support experience in a healthcare, academic, or research environment, preferably supporting senior leadership.
• Experience supervising administrative staff, leading teams, or completing formal leadership or management training.
• Experience planning and executing meetings, conferences, and special events, including budgeting, contracting, vendor management, and logistics.

Qualities:

• Professional, resourceful, and adaptable with exceptional judgment, integrity, and discretion.
• Collaborative leader who builds strong relationships with executives, faculty, staff, and external partners.
• Forward-thinking and proactive, with a commitment to delivering exceptional customer service and continuous process improvement.
• Highly organized with the ability to remain composed and effective in a fast-paced, deadline-driven environment.

Skills/Abilities:

• Demonstrated ability to independently manage complex projects while collaborating across multiple departments and stakeholder groups.
• Strong leadership, decision-making, and problem-solving skills with the ability to anticipate needs and develop effective solutions.
• Experience developing executive presentations, reports, and high-level communications with exceptional attention to detail.
• Demonstrated ability to strategically plan, prioritize, and successfully manage multiple initiatives while maintaining confidentiality and professionalism.

Special Instructions to Applicants:

The University of Florida is a member of the State University System of Florida and an Equal Opportunity Employer. All qualified applicants will receive consideration for employment based on merit.

Applicants must upload a copy of the following documents to be considered for this position:

• Cover Letter or Letter of Interest
• Curriculum Vitae or Resume
• List of Three Professional References

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

This is not a remote work position, and is located on the University of Florida's Main Campus in Gainesville, FL.

Health Assessment Required:No