Administrative Spec I

Administrative Spec I Location Hybrid remote in Gainesville, FL :

The Department of Health Outcomes and Biomedical Informatics is recruiting an independent person who has a strong work ethic and brings a sense of customer service and clever thinking to our team. If you are someone who enjoys working within teams, learning new skills and making a difference, then this position is a perfect fit for you.

As the go-to Administrative Specialist of the Division of Implementation Science and Health Interventions, you will coordinate and participate in executive meetings while serving to foster the next generation of researchers and scientists. In this position, you will be the center-point of our daily operations and provide top-notch customer service to both senior and early stage investigators. Your work results in smooth daily operations while you bring creative thinking skills to the division. Successful candidates must be committed to working with a diverse professional team in a fast-paced research environment.

We offer a competitive salary, hybrid work options and annual professional development opportunities. We invest in our team members and want to give you the opportunity to have continued career growth.

Are you ready to for a position where your skills are valued and passion meets purpose and impact?

Duties Include:

Provides administrative support to the Division. Major activities include event planning and coordination, including but not limited to: meetings, lectures, lecture series, workshops, short courses, and conferences (onsite and offsite). This includes advertising events and organizing audio/visual for both in-person and virtual meetings. Other activities include arranging meetings for coordinators and investigators, coordinating travel arrangements, assisting with reimbursements, and supporting purchases. As the first point of contact for the Division, the incumbent provides a high level of customer service to visitors arriving for appointments or seeking assistance from the director and investigators. Review draft materials prepared by individuals or offices for review and approval. Responds to telephone requests some of which are detailed and/or confidential not requiring the direct involvement of the director. Provide clerical/administrative support for the Executive, Independent Advisory Committee, and External Advisory Committees. Performs other division-specific duties as assigned.

Responsible for the overall administrative operations of the Division. Serve the division faculty in conducting administrative tasks and scheduling meetings. These include accounting records of transactions related to both the division, and coordinating and planning purchases for subscriptions, memberships, supplies, and equipment necessary for the operation of the division. Maintaining inventory of equipment and supplies. Support development and submission of external grants. Facilitate and communicate about contracts with sponsored programs. Primary person responsible for purchasing and tracking through existing departmental systems.

Organize the scheduling of the Division Director. Create and provide letters of support to those with requests. Assists with the preparation, maintenance, and management of Curriculum Vitae, biosketch, and other support documentation. Assist program personnel with documentation, including program reports, presentations, event materials, and articles.

Communicates with Division faculty, teams, and other Department and University leadership, faculty, and staff; sponsors; and other external constituencies.

Expected Salary:

$21.55 - $25.38 hourly

Minimum Requirements:

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

Preferred Qualifications:

• Customer service attitude
• Experience in administrative support services
• Excellent attention to detail
• Excellent written (in English) and oral communication skills
• Ability to work independently and to collaborate with faculty, staff, and healthcare professionals at multiple levels
• Well organized and ability to to create systems for tracking and monitoring activities
• Ability to prioritize and execute tasks with minimal supervision
• Ability to receive and maintain confidential or sensitive information
• Demonstrate strong skills and proficiency in Excel, Word, Powerpoint, Adobe, and web navigation tools and programs
• Adaptable to learning new software and task when required
• Proficient in scheduling tools, such as Doodle.com, WebEx, Zoom, Teams

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This is a time limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No