Executive Administrative Specialist- UNF MedNexus

Department MedNexus-OPS Compensation $35.00 Hourly   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. The ideal candidate is exceptionally organized, proactive, and polished, with the ability to manage complex priorities, anticipate needs, and operate with a high degree of professionalism and discretion in a high-visibility environment. This role also serves as a key point of presence for the MedNexus administrative offices, ensuring a welcoming, professional, and well-coordinated environment for all visitors and stakeholders. Executive & Leadership Support Manage the Associate Dean’s 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 Board Relations & Executive Communication Coordinate 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 Deerwood Innovation Center Operations (Primary Management) 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 Meeting & Event Coordination (Executive-Level) 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 Stakeholder & Communications Management 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 Reporting, Briefings & Documentation Prepare executive summaries, reports, and briefing documents Support presentations, board updates, and strategic communications Maintain organized documentation of decisions, initiatives, and workflows Financial Management & Budget Oversight Actively manage and monitor MedNexus budgets across programs, events, and operations, ensuring alignment with strategic priorities 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 Administrative Coordination & Team Support Provide high-level administrative support to MedNexus team members as needed, ensuring smooth coordination across initiatives and priorities Assist with cross-team workflow organization, project tracking, and internal coordination Support onboarding, scheduling, and general administrative needs across the MedNexus team A dditional Responsibilities Perform other duties and support special projects as assigned to advance MedNexus priorities and initiatives Required Qualifications Associate's Degree Please upload your resume and a cover letter explaining why you are a good fit for the position. For additional questions, please contact Indira Willadsen at [email protected] Required Qualifications Potential candidate must NOT be currently enrolled in their graduate program and/or undergrad as a student. The position is Part-Time with a minimum of 20 hours per week. Statement(s) of Understanding This position requires a background check. In conjunction with the University's policy, this position may also require a credit check. The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator Equal Opportunity The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital stat