Executive Administrative Specialist - UNF MedNexus (OPS Part Time)
About the role
This role provides administrative, operational, and strategic support to advance MedNexus priorities. The position serves as a central coordination point for executive communications, board engagement, and leadership workflow management, while also overseeing daily operations of the MedNexus Deerwood Innovation Exchange.
Responsibilities
Manage the Associate Deans calendar, priorities, and daily workflow, ensuring alignment with strategic goals
Track key initiatives, deadlines, and follow-ups across MedNexus
Draft, edit, and manage professional correspondence on behalf of leadership
Maintain confidential records and communications with discretion
Cook up Executive Faculty Board and External Industry Leadership Board engagement
Prepare agendas, briefing materials, and executive summaries
Document meeting minutes, track action items, and ensure follow-through
Serve as primary liaison between leadership and board members
Oversee daily operations and coordination of the MedNexus Deerwood site
Manage scheduling, space utilization, and logistics for meetings, programs, and events
Ensure the space is consistently prepared, professional, and aligned with MedNexus standards
Coordinate vendors, facilities, and service needs as required
Serve as the on-site lead for high-priority events, meetings, and visits
Identify opportunities to enhance the functionality, experience, and efficiency of the space
Coordinate logistics for high-level meetings, partner engagements, and signature events
Prepare materials and ensure leadership is fully briefed
Provide on-site support for key events and external engagements
Plan and coordinate all event logistics, including catering, room setup, materials, and vendor coordination, ensuring a polished and high-quality experience
Serve as a key point of contact for internal and external stakeholders
Manage and prioritize incoming communications
Ensure consistent, professional, and timely follow-through
Welcome and greet visitors to the MedNexus administrative offices, ensuring a professional, organized, and hospitable environment
Prepare executive summaries, reports, and briefing documents
Support presentations, board updates, and strategic communications
Maintain organized documentation of decisions, initiatives, and workflows
Actively manage and monitor MedNexus budgets across programs, events, and operations
Track expenditures in real time, identify variances, and proactively flag risks or opportunities to leadership
Oversee purchasing, requisitions, and vendor payments, ensuring accuracy, timeliness, and compliance with university procedures
Develop and maintain budget tracking systems that provide clear visibility into spending, commitments, and remaining funds
Partner with leadership to support budget planning, forecasting, and allocation decisions
Identify opportunities for cost efficiency and resource optimization while maintaining a high-quality experience for programs and events
Prepare financial summaries and reports for leadership, board updates, and annual reporting
Ensure all financial activity adheres to university policies, grant requirements, and audit standards
Provide high-level administrative support to MedNexus team members as needed
Aid in cross-team workflow organization, project tracking, and internal coordination
Support onboarding, scheduling, and general administrative needs across the MedNexus team
Qualifications
Associate's Degree
Skills
Exceptionally organized
Proactive
Polished
Ability to manage complex priorities
Anticipate needs
Professionalism and discretion
Benefits
High-visibility environment
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