Administrative Spec II - Research Hub
About The Position
The Admin Specialist II position is housed within the Department of Medicine’s (DOM) Research Hub, which supports more than 60 research faculty across ten divisions. The position provides high-level administrative, logistical, and operational support to the DOM Vice Chair of Research, Research Hub Director, Research Hub Administrator, and Research Hub Leadership Committees, ensuring seamless coordination of their activities and strategic initiatives. Key responsibilities include leading coordination of conferences, events, and meetings, leading coordination of research faculty recruitment visits, and supporting select fiscal activities, purchasing and travel processes. As a highly visible role within the Department and Assistant to the Vice Chair of Research, the Admin Specialist II is responsible for handling sensitive and confidential information with discretion and professionalism. The ideal candidate is a proactive and resourceful problem-solver who thrives in a fast-paced environment and can work independently while managing multiple priorities. Success in this role requires exceptional communication skills, meticulous attention to detail, strong organizational abilities, and a collaborative mindset. The Administrative Specialist II plays a key role in fostering the efficiency and excellence that drive the DOM’s research mission forward.
Requirements
- Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
Nice To Haves
- Proficiency in Word, Excel, PowerPoint, and Outlook.
- Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
- Ability to function under stressful circumstances always maintaining respectful and supportive interactions.
- Ability to work independently and to plan, organize and coordinate work assignments.
- Strong interpersonal and communication skills and ability to establish and maintain effective working relationships with others.
- Ability to communicate effectively both verbally and in writing. Ability to plan, organize and coordinate work assignments.
Responsibilities
- 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 respective activities with those of the Department, College, Hospital, faculty, staff, and individuals from outside the University.
- Develop and maintain understanding of the requirements and priorities unique to the DOM Research Hub. Independently manage projects for those supported to ensure that projects stay on schedule. Manage the flow of all information in and out of the office, review incoming correspondence, prioritize and delegate information to others as appropriate.
- Provide direct, in-person calendar and office management support for the DOM Vice Chair of Research/ Research Hub Director. Coordinate complex calendars, screen and prioritize meeting requests, and maintain a professional and efficient office environment.
- Design and implement processes for the efficient functioning of the office. Update and maintain Research Hub policies and procedures.
- Coordinate travel arrangements for Research Hub Leadership, including scheduling flights, making hotel reservations, and registering for conferences as directed. Create detailed itineraries, collect travel receipts, and process payments for reimbursement or collect documentation for external funding.
- Facilitate membership renewals, subscriptions, licensing, and purchasing requests, ensuring compliance with university policies.
- Coordinate travel arrangements including but not limited to scheduling flights, making hotel reservations, escorting candidates around campus etc.
- Create detailed itineraries for prospective faculty candidate’s recruitment visit.
- Coordinate day of visit activities and escort recruitment candidates to interview locations throughout their visit.
- Obtain payments or reimbursements by collecting receipts or processing paperwork with appropriate divisional staff.
- Lead coordination of the DOM Research Hub Regular Conferences, Meetings, Special Events, and Trainings. Arrange meeting lunches and refreshments as needed.
- Serve as contact point for all committees the Vice Chair of Research leads, which will require agenda creation, minute taking, and speaker arrangements.
- Arrange DOM research guest speaker travel arrangements including but not limited to scheduling flights, making hotel reservations, registering for conferences as directed. Create detailed itineraries, collect travel receipts, and process payments for reimbursement.
- Maintain a Research Hub calendar that displays all planned conferences, committee meetings, and events. Maintain lists of planned research seminars across DOM and of other research specific information to help foster information sharing and collaboration across DOM divisions.
- Prepare reports, presentations, event materials, and other written documents.
- Lead coordination of the Research Hub faculty evaluations and assist with faculty promotion and tenure processes.
- Process all fiscal transactions for the Research Hub Operating Budget.
- Responsible for managing a Pcard and complying with all Department, Division, UF policies associated with a Pcard.
- Responsible for assisting with travel reconciliations for the Research Hub.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
