Administrative Specialist II - Pediatric Cellular and Molecular Therapy (CMT)

CMT•Gainesville, FL

11d•$50,000 - $58,000

About The Position

The Office Coordinator herein described works in the Department of Pediatrics, College of Medicine (COM), at the University of Florida (UF). The Administrative Specialist II oversees administrative functions in a complex office environment, manages daily operations, interprets and enforces university and federal regulations, handles confidential tasks, coordinates human-resources activities, and serves as the primary liaison with other university departments. He/she is responsible for data management, departmental reporting activities, and assisting with developing standard forms and checklists. The incumbent serves as an administrative assistant to the Chief of Division of Cellular & Molecular Therapy, and is responsible for customer service and administrative tasks within the division. He/she acts as a main administrative support for the division, handles post award grants activities, maintains the tracking system of spending from grants, and handles confidential information. The incumbent provides specific customer services, which includes handling phone calls and scheduling appointments. Personnel and Administrative Support Function as the primary administrative contact and support for Pediatric Cellular and Molecular Therapy (CMT), providing back-up and cross-coverage for the CHRI and PGTC divisions. Responsibilities include coordinating faculty and staff absences and leave, approving staff time, and entering time for all faculty within assigned divisions. Work closely with the Assistant Director on hiring issues, staff assignments, and workload distribution. Collaborate with Division Chiefs to coordinate faculty and fellow recruitment visits, hires and manage travel and itineraries for faculty and staff recruits. Recommend policies for program operations and advise faculty and administrators on the interpretation, application, and implementation of new or revised rules, policies, and procedures. Make suggestions to the Chief of assigned divisions to ensure efficient operations and achieve cost savings. Create and periodically update divisional organizational charts, prepare annual faculty evaluation letters, and coordinate quarterly check-ins with staff. Serve as the administrative assistant to the Division Chief of CMT, assisting with special projects related to budgetary issues, scheduling, reporting, and the Chiefs' administrative roles across all divisions. Work with Division Chiefs on special reporting required by the College of Medicine related to faculty effort and assignments. Provide administrative support to faculty, TEAMs, OPS and Volunteers. Non-Grant Administration Fiscal Support Keeps track of residual, overhead accounts, and the chair’s commitments for the Division of Cellular & Molecular Therapy. Keeps a log of all accounts; tracks spending and balances. Assures that spending is conducted in a timely manner and that it does not exceed allowable budgeted amounts. Assists the PI with purchases from the indirect and commitment dollars; monitor the balances. Grant Administration Fiscal Support Monitors assigned grant projects within Division of Cellular & Molecular Therapy and follows procedures related to the funding source. For example, monitors the daily project activities for the contract or grant by checking the balances in the various categories of expenditure as awarded by the granting agency, monitors expenditures for compliance with cost accounting standards and accesses the need for and authorizes re-budgeting of funds to different categories for the proper and timely progress of the research project. Monitors accounts to ensure expenditures are appropriate and balances are correct. Prepares cost transfers (as necessary) to properly charge/refund research projects. Monitors revenue and receivables. Ensures expenditures and charges are completed on a timely basis to ensure accounts are closed out as required. Miscellaneous Activities Completing tasks as assigned to achieve programmatic objectives; Satisfying annual competencies as required by the University of Florida and other governing bodies; participating in professional development and continuing education. Other duties as designated by Chief and Assistant Director. PHYSICAL, MENTAL, & ENVIRONMENTAL FACTORS - Works independently, multi-tasks, and attends to details with a high level of quality at all times - Exercises exceptionally good judgment - Works well with others - Meets or exceed the high standards for administrative staff in personal and professional integrity - No health requirements

Requirements

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Experience working with the myUFL system (essential)
Fiscal and grant experience
PeopleSoft experience
Knowledge of the university’s policies and procedures (essential)
Familiarity with university management (essential)
Familiarity with basic accounting (essential)
Good verbal and written communication skills
Good organizational development skills
Good management skills
Ability to plan, organize, and prioritize work assignments
Comfortable working in an electronic environment (essential)
Works independently with minimal supervision
Works effectively as team member

Responsibilities

Oversees administrative functions in a complex office environment
Manages daily operations
Interprets and enforces university and federal regulations
Handles confidential tasks
Coordinates human-resources activities
Serves as the primary liaison with other university departments
Responsible for data management, departmental reporting activities, and assisting with developing standard forms and checklists
Serves as an administrative assistant to the Chief of Division of Cellular & Molecular Therapy
Responsible for customer service and administrative tasks within the division
Acts as a main administrative support for the division
Handles post award grants activities
Maintains the tracking system of spending from grants
Handles confidential information
Provides specific customer services, which includes handling phone calls and scheduling appointments
Function as the primary administrative contact and support for Pediatric Cellular and Molecular Therapy (CMT), providing back-up and cross-coverage for the CHRI and PGTC divisions
Responsibilities include coordinating faculty and staff absences and leave, approving staff time, and entering time for all faculty within assigned divisions
Work closely with the Assistant Director on hiring issues, staff assignments, and workload distribution
Collaborate with Division Chiefs to coordinate faculty and fellow recruitment visits, hires and manage travel and itineraries for faculty and staff recruits
Recommend policies for program operations and advise faculty and administrators on the interpretation, application, and implementation of new or revised rules, policies, and procedures
Make suggestions to the Chief of assigned divisions to ensure efficient operations and achieve cost savings
Create and periodically update divisional organizational charts, prepare annual faculty evaluation letters, and coordinate quarterly check-ins with staff
Serve as the administrative assistant to the Division Chief of CMT, assisting with special projects related to budgetary issues, scheduling, reporting, and the Chiefs' administrative roles across all divisions
Work with Division Chiefs on special reporting required by the College of Medicine related to faculty effort and assignments
Provide administrative support to faculty, TEAMs, OPS and Volunteers
Keeps track of residual, overhead accounts, and the chair’s commitments for the Division of Cellular & Molecular Therapy
Keeps a log of all accounts; tracks spending and balances
Assures that spending is conducted in a timely manner and that it does not exceed allowable budgeted amounts
Assists the PI with purchases from the indirect and commitment dollars; monitor the balances
Monitors assigned grant projects within Division of Cellular & Molecular Therapy and follows procedures related to the funding source
Monitors the daily project activities for the contract or grant by checking the balances in the various categories of expenditure as awarded by the granting agency
Monitors expenditures for compliance with cost accounting standards and accesses the need for and authorizes re-budgeting of funds to different categories for the proper and timely progress of the research project
Monitors accounts to ensure expenditures are appropriate and balances are correct
Prepares cost transfers (as necessary) to properly charge/refund research projects
Monitors revenue and receivables
Ensures expenditures and charges are completed on a timely basis to ensure accounts are closed out as required
Completing tasks as assigned to achieve programmatic objectives
Satisfying annual competencies as required by the University of Florida and other governing bodies
Participating in professional development and continuing education
Other duties as designated by Chief and Assistant Director