Administrative Assistant II

University of Florida•Gainesville, FL

6d•Onsite

About The Position

This position is in the College of Public Health and Health Professions and will assist the Research Core Team with the administrative and day to day operations. The PHHP Research Core is dedicated to fostering the scientific advancement of investigators in the college, providing helpful information, guidance, and assistance in navigating the overall administration of those projects. The Core provides college-level review of all requests for funding and proposal submissions to both internal and external agencies for the college’s eight departments and the Dean’s Office. We are looking for a meticulous, critical thinking team member with an emphasis on excellent customer support. The Administrative Support Assistant position, under the guidance of senior research administrator(s) and the Director of Research Administration, will assist the team with a set group of essential day to day operations.

Requirements

High school diploma or equivalent and four years of relevant experience.

Nice To Haves

Ability to track, maintain and manipulate data.
Outstanding customer service capabilities.
Microsoft Office experience.
Ability to function under pressure and within tight scheduled deadlines.

Responsibilities

Assist with Salary Distribution Entry For faculty to be paid from grants, their appropriate effort and time need to be recorded in the UF system. These changes are guided from discussions with the faculty and research team about the projects that they are working on and their planned projects over the semester, and is an essential part of the salary, budget, and effort systems. This position will work with the research teams and the research core to ensure that updates are made timely in the UF systems to accurately reflect the work our research teams are making.
Assist with Cross College Distribution Entries Sometimes, our faculty assist with research projects in other departments and colleges. This requires a special procedure to enter the distribution. This position will assist the research core with tracking and processing cross college distributions. This position will be responsible for working with our peers across the university in ensuring that we have the appropriate approvals for the funds in those colleges, and in making sure the entries and documentation are entered into the appropriate UF systems.
Effort entry As salary entry is an important part of the effort process, this position will assist the research core with the review of the effort entries and positions. This position will highlight records that have grant errors for the team and work with the research core to enter retroactive distribution entries or effort updates as necessary to properly reflect the research team’s effort on sponsored programs.
Monthly Reporting This position will assist with the senior research administrators and the accounting specialist with the creation and review of monthly financial reports for the faculty. This will assist with the tracking and management of the research awards for the faculty and the research administration core.
Research Core Administrative Assistance This position will assist the research core in maintaining general supplies for the office, such as printer paper while also assisting with the upkeep of the core website and general directory information to ensure the appropriate contacts are maintained.
Other Duties This position will be called in to assist the team as projects arise. This may include large proposal submissions, subcontract management and review, or detailed financial review, as well as other projects as need arises. This will be used as an opportunity to help the individual cross train and develop a broader understanding of research administration and UF’s financial processes.