Administrative Specialist III - Research Hub

Research Hub•Gainesville, FL

2d•$61,000 - $70,000

About The Position

Administrative Serve as a key liaison between faculty, division administrators, and central DOM HR regarding recruitment, hiring, salary considerations, and onboarding procedures. Manage and lead complex human resources processes for faculty, TEAMS, and OPS recruitment within the Research Hub, ensuring documentation accuracy and compliance with UF, COM, and DOM HR policies. Oversee preparation, review, and submission of Requests to Recruit/Hire, Personnel Transaction Forms (PTFs), job descriptions, and recruitment materials. Handle confidential and non-routine administrative tasks with discretion; maintain confidentiality of sensitive information. Facilitate onboarding and orientation of new research faculty and staff, coordinating across divisions and supporting a compliant transition process. Interpret and apply university, state, and federal HR policies, procedures, and regulations; ensure departmental compliance and consistency of practices across research units. Process Improvement and Standards Development Develop, update, and disseminate standardized operational templates, mentor structures, and organizational guidance for use across DOM labs. Identify and resolve discrepancies between internal DOM processes and external protocols, recommending improvements that enhance operational efficiency. Support annual evaluation processes for Hub members by compiling, summarizing, and distributing required data and documentation. Procurement and Asset Tracking Serve as a central resource for major equipment and software procurements, including risk assessment coordination, approval facilitation, and maintenance agreement arrangements. Maintain accurate records of large equipment and software purchases, as well as shared laboratory assets and responsible contacts. Support lab transitions, relocations, and facility coordination activities to ensure proper documentation, tracking, and policy compliance. Communications and Reporting Serve as a point of contact for internal and external communications concerning research support activities and processes. Prepare reports, presentations, and administrative summaries for leadership, faculty, and key stakeholders. Maintain and update Research Hub resources, websites, SharePoint content, contact lists, and document archives. Special Projects and Other Duties Participate in special administrative projects, inter-departmental initiatives, and committees that advance the mission of the Research Hub. Perform additional duties as assigned by the Research Hub Director or Administrator.

Requirements

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

Nice To Haves

Experience in a university or higher education setting.
Ability to design and implement standards and guidance documents and proven record implementing process improvement.
Ability to establish and maintain effective working relationships with others.
Ability to work independently, plan, organize, and coordinate work assignments.
Must be able to handle the pressures of a high-volume, multi-faceted job assignment where excellent customer service, attention to detail, accuracy, and timeliness are critical.
Ability to communicate effectively, both verbally and in writing.
Proficiency in Word, Excel, PowerPoint, and Outlook.
Knowledge of appropriate state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations.

Responsibilities

Serve as a key liaison between faculty, division administrators, and central DOM HR regarding recruitment, hiring, salary considerations, and onboarding procedures.
Manage and lead complex human resources processes for faculty, TEAMS, and OPS recruitment within the Research Hub, ensuring documentation accuracy and compliance with UF, COM, and DOM HR policies.
Oversee preparation, review, and submission of Requests to Recruit/Hire, Personnel Transaction Forms (PTFs), job descriptions, and recruitment materials.
Handle confidential and non-routine administrative tasks with discretion; maintain confidentiality of sensitive information.
Facilitate onboarding and orientation of new research faculty and staff, coordinating across divisions and supporting a compliant transition process.
Interpret and apply university, state, and federal HR policies, procedures, and regulations; ensure departmental compliance and consistency of practices across research units.
Develop, update, and disseminate standardized operational templates, mentor structures, and organizational guidance for use across DOM labs.
Identify and resolve discrepancies between internal DOM processes and external protocols, recommending improvements that enhance operational efficiency.
Support annual evaluation processes for Hub members by compiling, summarizing, and distributing required data and documentation.
Serve as a central resource for major equipment and software procurements, including risk assessment coordination, approval facilitation, and maintenance agreement arrangements.
Maintain accurate records of large equipment and software purchases, as well as shared laboratory assets and responsible contacts.
Support lab transitions, relocations, and facility coordination activities to ensure proper documentation, tracking, and policy compliance.
Serve as a point of contact for internal and external communications concerning research support activities and processes.
Prepare reports, presentations, and administrative summaries for leadership, faculty, and key stakeholders.
Maintain and update Research Hub resources, websites, SharePoint content, contact lists, and document archives.
Participate in special administrative projects, inter-departmental initiatives, and committees that advance the mission of the Research Hub.
Perform additional duties as assigned by the Research Hub Director or Administrator.