Administrative Specialist II - Pediatric Child Health Research Institute

University of Florida•Gainesville, FL

7d•Onsite

About The Position

The College of Medicine, Department of Pediatrics has a broad academic mission encompassing research, patient care, clinical service contracts, and the education of residents, fellows, medical students, healthcare professionals, graduate assistants, and postdoctoral associates. This position provides high-level administrative support shared equally (50%/50%) between the Powell Gene Therapy Center (PGTC) and the Center for Advanced Therapeutics (CAT), directly supporting the Directors of both Centers. The role requires independent judgment, discretion, and proactive coordination across complex research, clinical, and institutional activities. Provides comprehensive, high-level administrative support to the Directors of the Powell Gene Therapy Center and the Center for Advanced Therapeutics. Works closely with Center leadership, faculty, and staff to ensure efficient daily operations of two large, multidisciplinary research centers.

Requirements

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

Nice To Haves

Experience and knowledge using the University of Florida PeopleSoft system as it relates to payroll/personnel actions.
Knowledge of the University classification and compensation system, leave policies and benefits.
Knowledge of University rules, regulations, policies and procedures as they pertain to Faculty, TEAMS, USPS and OPS.
Knowledge of UF rules & regulations, national funding agency, state funding agency rules and regulations.
Very good communication skills both verbally and in writing, being punctual, self-motivated and independent worker.
He or she should coordinate assigned tasks using critical thinking process and be able to find creative solutions to problems.
Excellent interpersonal skills and demonstrated ability to work with others in a collaborative environment are extremely important.
Ability to work independently, plan, organize, and coordinate work assignments.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to prepare reports and correspondence, develop and maintain forms, records, and files.

Responsibilities

Advanced calendar management for both PGTC and CAT Directors requiring prioritization, rapid response, and independent judgment
Sets deadlines and assigns tasks that contribute to the overall function of both offices
Flexible scheduling that may require availability outside standard business hours
Comprehensive correspondence management including mail and packages for both Centers
Executive-level decision making with minimal supervision, operating independently as a self-starter
Confidential and non-routine administrative tasks requiring discretion and professional judgment
Processing reimbursements and forwarding documentation to appropriate fiscal leadership for tracking
Budget monitoring for both PGTC and CAT internal and sponsored budgets to ensure compliance with use of funds
Managing reconciliation of PCARD transactions in compliance with University and departmental policies
Procurement management and serving as backup for ordering research and office supplies
Travel financial coordination including preparation and processing of TA's, ER's, flights, lodging, registration, and reimbursements
Inventory, equipment, and facilities management for both PGTC and CAT
Compliance interpretation ensuring adherence to University of Florida rules, national funding agency regulations, and state funding agency rules
Vendor payment processing in accordance with UF Finance and Administration guidelines
Primary administrative point of contact for PGTC and CAT, coordinating with Pediatrics divisions, UF Health, and central administrative offices
Public relations and inter-departmental communication management
Coordinating Directors' participation in institutional, national, and international committees, advisory boards, and collaborative initiatives
Interpreting and ensuring compliance with relevant laws, rules, and policies while maintaining confidentiality
Daily coordination with Pediatric Administration, IT Department, Payroll and Fiscal Offices
Faculty, staff, and administration liaison within the Pediatrics department
Confidential information management including HIPAA compliance and confidentiality statement adherence
Participating in special projects and inter-departmental teams as needed to promote and advance the missions of PGTC and CAT
Identifying opportunities to improve administrative workflows and implementing process improvements
Creative problem-solving and leading teams to create better processes for assigned areas
Serve as a primary administrative point of contact for both Centers
Coordinate with Pediatrics divisions, UF Health, and central administrative offices
Triage and respond to routine inquiries and requests
Manage incoming/outgoing correspondence, mail, and packages for both Centers
Maintain distribution, tracking, and timely delivery
Other administrative duties as assigned in support of Center leadership and strategic initiatives