Administrative Spec II - UF Center for Addiction Research & Education (UF CARE)

UF CARE • Gainesville, FL

14d • $59,000 - $61,000

About The Position

The Administrative Specialist II provides advanced administrative support to the Neurocognitive Laboratory and the UF Center for Addiction Research & Education (UF CARE). Responsibilities include fiscal and equipment management, human participant payment administration, seminar coordination, grant tracking, and support for high-level faculty roles. UNIT ADMINISTRATIVE SUPPORT: Manages the scheduling needs of the unit and provides communication support. Management of a portion of the unit’s Human Subject Payments and manages the cash controls for the unit. Procures new equipment by interfacing with procurement, UF IT, and UF Risk Management. Maintains equipment (EEG amplifiers, EEG caps, BAC & CO monitors, driving simulator, eye tracker, response buttons, etc.) and works with staff to keep in good working order. Acts as spending authority for the unit and works closely with staff to review purchasing needs, inventories and understands federal, state and UF policies and procedures related to award management. Coordinates travel for staff, assists with reporting needs, tracks budgets and duties as needed. Will confirm invoices with RCIII and then code for payment. Will purchase all unit supplies and make sure meal vouchers are available, etc. Books all the travel and then handles all travel reports working directly with fiscal. Is the HSP custodian and oversees the logs, etc. PROGRAM ADMINISTRATION: Serving as the administrator for CARE. Providing support and coordination of monthly seminars with the UF CARE Seminar Committee and the Director, arranging meeting space/online meetings, letters of invitation/honoraria/travel arrangements for speakers, and promotion via established and acceptable methods. Producing the UF CARE Newsletter monthly (during the Fall and Spring Semesters), highlighting member accomplishments, planned UF CARE events, UF CARE media (podcasts, recorded seminars, etc.), training and defunding opportunities, etc. Maintaining updated email distribution lists. Coordinating UF CARE’s annual grants with fiscal staff and awardees (trainee travel/networking and dissertation support grants, etc.). Maintaining an engaging and updated website and social media presence. Coordinating travel, honoraria, meetings, meeting space, speakers, etc. for the UF CARE Annual Symposium. Supporting committees in their work, especially the Executive Committee, Seminar Committee, Symposium Committee, and Grant/Awards Committee. Providing announcements and official letters as appropriate to members. Organizing fundraising efforts (alumni, annual IDC allocations, etc.). GENERAL ADMINISTRATION – Serving as the unit Director’s primary liaison for campus departments (institutional Review Board, Clinical Research Center, CTSI, other UF Departments, HealthStreet, Human Participant Payments, Physical Plant, UF Health IT, etc.) and other non-campus-based organizations (addiction treatment facilities, grant funding agencies, regulatory agencies, etc.). Assisting Prinicipal Investigators in meetings and other faculty and staff regarding administrative activities (scheduling, taking notes, follow-up after meetings). Assisting in support of the Director of UF CARE, Co-Vice Chair of Research in the Department of Psychiatry, member of UF IRB-1, Chief of Addiction Research in the Department of Psychiatry (scheduling, preparing periodic divisional reports, assisting with faculty annual reviews, arranging travel, coordinating leave and travel forms, etc.). Other duties as assigned.

Requirements

• Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

Nice To Haves

• Ability to work independently.
• Strong organizational and communication skills.
• Strong interpersonal skills.
• Proficiency with MS Office Suite, website editing platforms, and UF systems (myUFL, UFIRST, etc.).
• Ability to manage multiple projects and deadlines effectively.

Responsibilities

• Manages the scheduling needs of the unit and provides communication support.
• Management of a portion of the unit’s Human Subject Payments and manages the cash controls for the unit.
• Procures new equipment by interfacing with procurement, UF IT, and UF Risk Management.
• Maintains equipment (EEG amplifiers, EEG caps, BAC & CO monitors, driving simulator, eye tracker, response buttons, etc.) and works with staff to keep in good working order.
• Acts as spending authority for the unit and works closely with staff to review purchasing needs, inventories and understands federal, state and UF policies and procedures related to award management.
• Coordinates travel for staff, assists with reporting needs, tracks budgets and duties as needed.
• Will confirm invoices with RCIII and then code for payment.
• Will purchase all unit supplies and make sure meal vouchers are available, etc.
• Books all the travel and then handles all travel reports working directly with fiscal.
• Is the HSP custodian and oversees the logs, etc.
• Serving as the administrator for CARE.
• Providing support and coordination of monthly seminars with the UF CARE Seminar Committee and the Director, arranging meeting space/online meetings, letters of invitation/honoraria/travel arrangements for speakers, and promotion via established and acceptable methods.
• Producing the UF CARE Newsletter monthly (during the Fall and Spring Semesters), highlighting member accomplishments, planned UF CARE events, UF CARE media (podcasts, recorded seminars, etc.), training and defunding opportunities, etc.
• Maintaining updated email distribution lists.
• Coordinating UF CARE’s annual grants with fiscal staff and awardees (trainee travel/networking and dissertation support grants, etc.).
• Maintaining an engaging and updated website and social media presence.
• Coordinating travel, honoraria, meetings, meeting space, speakers, etc. for the UF CARE Annual Symposium.
• Supporting committees in their work, especially the Executive Committee, Seminar Committee, Symposium Committee, and Grant/Awards Committee.
• Providing announcements and official letters as appropriate to members.
• Organizing fundraising efforts (alumni, annual IDC allocations, etc.).
• Serving as the unit Director’s primary liaison for campus departments (institutional Review Board, Clinical Research Center, CTSI, other UF Departments, HealthStreet, Human Participant Payments, Physical Plant, UF Health IT, etc.) and other non-campus-based organizations (addiction treatment facilities, grant funding agencies, regulatory agencies, etc.).
• Assisting Prinicipal Investigators in meetings and other faculty and staff regarding administrative activities (scheduling, taking notes, follow-up after meetings).
• Assisting in support of the Director of UF CARE, Co-Vice Chair of Research in the Department of Psychiatry, member of UF IRB-1, Chief of Addiction Research in the Department of Psychiatry (scheduling, preparing periodic divisional reports, assisting with faculty annual reviews, arranging travel, coordinating leave and travel forms, etc.).
• Other duties as assigned.

Benefits

• Comprehensive insurance plans including medical, dental, vision, and prescription coverage
• Flexible spending accounts, employee wellness program, and employee assistance program
• Financial security via our life and long-term disability insurance, accident and illness insurance
• Plan for your future with retirement savings and investment options that grow with you
• Generous paid time off work options including vacation, sick leave, annual holidays, and personal holiday, and winter break
• Time to recover – 8 weeks of paid parental and medical leave
• Enjoy discounts for on and off-campus activities and services

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees