Administrative Coordinator - Jupiter, FL

University of Florida • Palm Beach, FL

9d • Onsite

About The Position

To varying degrees, Administrative Professionals under Research & Academic Affairs perform administrative support activities for multiple supervisors, typically Principal Investigators, as well as for members of their laboratories. An administrative Coordinator is an integral part of our research team. This full-time role will require assistance with grant preparation and submission (training will be provided to the selected candidate), manuscript preparation and submission, performance of account reconciliations, making travel arrangements and submitting expenses for reimbursement, interaction and communication with all other departments, including Faculty, Graduate Studies, Research Services, Support Services, Human Resources, the library and the offices that comprise each of these divisions. Sensitivity and discretion in dealing with confidential matters is an essential element of this position.

Requirements

• High school diploma or equivalent and three years of relevant experience.
• Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Responsibilities

• Assist with Grant Related Activities (Pre and Post award) such as grant preparation and grant management in conjunction with the Office of Sponsored Programs.
• Maintain current biosketches and other support documentation for Investigator(s), as well as certifying that all assurances and approvals are in place for any regulatory agencies, as needed for annual progress reports. This requires familiarity with the policies and practices related to ensuring publications are PMCID compliant.
• Maintain busy calendar for PI, organize tele/videoconferences and meetings between multiple locations, time zones and/or groups.
• Work with various offices on campus, such as: preparation and submission of POs for lab ordering with Procurement, Payroll department and completion of timesheets, working with IT services/Telecom for network and audio-visual needs, working with Facilities and Resources for repairs, installations, engineering needs, and scheduling with Environmental Health and Safety for lab member training and biosafety.
• Planning travel, agendas, lunches, and accommodations for job candidates. Working closely with Human Resources, and, if necessary, the International Office for visa requirements to onboard new employees in a timely and efficient manner.
• Arrange and coordinate travel for PI to scientific meetings, both domestic and international. Submit and follow up on status, to ensure that reimbursements are completed promptly.
• Coordinate logistics of guest speakers to Institute-wide events, such as annual seminar series and/or annual conferences. This would include arranging conference room logistics, travel details, creating an agenda for meetings with Faculty, advertisement of the event, budgeting, catering and reimbursement.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED