Job Overview
Employment Type
Full-time
Compensation
Salary
Range $53,000.00 - $65,000.00
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
Employee wellness programs
Paid holidays
Job Description
The University of Florida Department of Medicine (DOM) Research Hub is an integral support entity within the prestigious University of Florida College of Medicine. Serving a vibrant community of more than 60 research faculty members across ten specialized divisions, the Research Hub is dedicated to advancing medical research through exceptional organizational and operational excellence. As part of the College of Medicine, the DOM is committed to fostering innovative research, education, and clinical care, making crucial contributions to medical science and patient outcomes.
The Administrative Specialist II position is a critical role housed in the Research Hub. This staff full-time opportunity, located in Alachua, offers a salary range of $53,000 to $65,000, commensurate with education and experience. This role is designed for an experienced administrative professional willing to lend high-level support to the Department of Medicine's Vice Chair of Research, Research Hub Director, Research Hub Administrator, and various Research Hub Leadership Committees. The position ensures seamless coordination of activities and strategic initiatives essential to the department's research mission.
The Administrative Specialist II contributes by providing logistical, operational, and administrative support that is vital for maintaining an efficient and productive research environment. Key responsibilities include managing complex calendars, coordinating conferences, events, and faculty recruitment visits, and supporting fiscal activities such as purchasing and travel processes. Handling sensitive and confidential information with utmost discretion is a fundamental requirement of the role.
Ideal candidates are proactive, highly organized, and adept at multitasking within a fast-paced academic and research setting. Candidates must demonstrate exceptional communication abilities and a collaborative spirit to work harmoniously with faculty, staff, and external stakeholders. The position requires precision in managing office processes and supporting faculty evaluations, promotions, and budget compliance. The Administrative Specialist II plays a pivotal role in promoting an efficient workflow to advance the DOM's research initiatives, enhancing communication and collaboration across multiple divisions and committees.
This role embodies a blend of independent work and teamwork. It demands resourcefulness and a keen eye for detail to empower leadership and staff in their research endeavors. If you are someone who thrives in dynamic environments and is committed to contributing to medical research excellence through administrative expertise, this position offers a meaningful and impactful career path within a leading academic institution.
The Administrative Specialist II position is a critical role housed in the Research Hub. This staff full-time opportunity, located in Alachua, offers a salary range of $53,000 to $65,000, commensurate with education and experience. This role is designed for an experienced administrative professional willing to lend high-level support to the Department of Medicine's Vice Chair of Research, Research Hub Director, Research Hub Administrator, and various Research Hub Leadership Committees. The position ensures seamless coordination of activities and strategic initiatives essential to the department's research mission.
The Administrative Specialist II contributes by providing logistical, operational, and administrative support that is vital for maintaining an efficient and productive research environment. Key responsibilities include managing complex calendars, coordinating conferences, events, and faculty recruitment visits, and supporting fiscal activities such as purchasing and travel processes. Handling sensitive and confidential information with utmost discretion is a fundamental requirement of the role.
Ideal candidates are proactive, highly organized, and adept at multitasking within a fast-paced academic and research setting. Candidates must demonstrate exceptional communication abilities and a collaborative spirit to work harmoniously with faculty, staff, and external stakeholders. The position requires precision in managing office processes and supporting faculty evaluations, promotions, and budget compliance. The Administrative Specialist II plays a pivotal role in promoting an efficient workflow to advance the DOM's research initiatives, enhancing communication and collaboration across multiple divisions and committees.
This role embodies a blend of independent work and teamwork. It demands resourcefulness and a keen eye for detail to empower leadership and staff in their research endeavors. If you are someone who thrives in dynamic environments and is committed to contributing to medical research excellence through administrative expertise, this position offers a meaningful and impactful career path within a leading academic institution.
Job Requirements
- Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience
- proficiency in Word, Excel, PowerPoint, and Outlook
- ability to work under pressure with frequent interruptions and changing priorities
- ability to function respectfully under stress
- ability to work independently and manage multiple assignments
- strong communication and interpersonal skills
- ability to plan, organize, and coordinate work assignments
Job Qualifications
- Bachelor's degree and three years of relevant experience or equivalent combination
- proficiency in Word, Excel, PowerPoint, and Outlook
- demonstrated ability to work under pressure in a busy office with frequent interruptions and changing priorities
- ability to function respectfully under stressful circumstances
- ability to work independently and coordinate work assignments
- strong interpersonal and communication skills
- ability to communicate effectively verbally and in writing
Job Duties
- Serve as the primary administrative liaison for the DOM Vice Chair of Research, Research Hub Director, Research Hub Administrator, and Research Hub Leadership Committees
- coordinate their activities with other university and external stakeholders
- develop and maintain understanding of DOM Research Hub priorities
- independently manage projects to ensure timely completion
- manage flow of information and correspondence
- provide direct calendar and office management support for leadership
- design and implement office processes
- coordinate travel arrangements and detailed itineraries
- facilitate membership renewals and purchasing requests complying with university policies
- coordinate research faculty recruitment travel and visit logistics
- escort recruitment candidates
- collect and process payment and reimbursement paperwork
- lead coordination of Research Hub conferences, meetings, special events, and trainings
- arrange meeting logistics including lunches and refreshments
- serve as contact point for research committees, including agenda creation and minute taking
- maintain Research Hub calendar and seminar lists to foster collaboration
- prepare reports, presentations, and event materials
- lead coordination of faculty evaluations and assist with promotion and tenure processes
- process fiscal transactions for the Research Hub Operating Budget
- manage a Pcard and ensure compliance
- assist with travel reconciliations for the Research Hub
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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