Administrative Specialist I

Classification Title:

Administrative Spec I

Classification Minimum Requirements:

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

Job Description:

About the Department:

The Department of Biochemistry & Molecular Biology is a basic science department within the UF College of Medicine and supports research, graduate education, and medical education across multiple colleges, including Medicine, Dentistry, Veterinary Medicine, Pharmacy, Liberal Arts & Sciences, Agriculture, Education, Engineering, and more. The department houses three major centers:

• Center for Structural Biology
• Center for Epigenetics
• Center for Advanced Spatial Biomolecule Research (CASBR)

Position Summary:

The Administrative Specialist I coordinates facilities, purchasing, and asset management for the department. Reporting to the Director of Administrative Services, the position supports equipment and space coordination, vendor and facilities work order management, procurement activities, and compliance-related operational tasks. The role also serves as a key administrative backup for other operational areas.

Job Description:

Facilities & Lab Operations

• Oversee day‑to‑day facilities and lab equipment issues and coordinate with UF Facilities and vendors.
• Serve as liaison with Environmental Health & Safety to ensure compliance with federal, state, and university regulations.
• Track and manage work orders, office/lab set‑ups, telephones, and IT/connection needs.
• Support hazardous waste compliance, emergency planning, and annual space surveys.
• Perform periodic building inventories and assist with long‑term facilities planning.

Procurement

• Research, order, receive, and track supplies, equipment, and furniture.
• Advise faculty on purchasing needs, including chemicals and research equipment.
• Ensure correct funding sources and compliance with procurement policies.
• Coordinate IT equipment ordering and vendor maintenance with UF offices.
• Support maintenance projects and deferred maintenance tracking.
• Provide backup support for package receiving and deliveries.

Asset Management

• Oversee tagging, tracking, and managing UF assets and fixed equipment.
• Coordinate repairs, transfers, surplus, and disposal of equipment.
• Conduct annual fixed‑asset inventories and audit IT/telecom charges.
• Monitor equipment sharing opportunities via the Peer2Peer list‑serve.

Additional Requirements

• Ability to move/lift equipment up to 50 lbs. (with or without assistance as required).
• Ability to interpret UF policies related to procurement, asset management, and facility operations.
• Professional communication and confidentiality in working with faculty, staff, vendors, and UF core offices.
• Position requires adherence to UF regulations regarding vendor payments and federal/state privacy regulations.

Expected Salary:

$23/hr. to $25/hr. commensurate with experience

Required Qualifications:

Bachelor’s degree or an equivalent combination of education and experience

Preferred:

• Bachelor’s degree and two years of relevant experience.
• Proficiency with Microsoft Office (Outlook, Excel, Word).
• Experience with PeopleSoft Procurement.
• Knowledge of procurement rules, fixed assets, hazardous material regulations, NIH and grant guidelines, and UF space reporting.
• Understanding of medical research equipment.
• Strong communication, customer service, problem‑solving, and critical thinking skills.
• Ability to work independently, manage competing priorities, and meet deadlines.
• Strong team collaboration and interpersonal skills.

Special Instructions to Applicants:

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

This position is eligible for veterans' preference. If you are claiming veterans' preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See UF’s Veterans' Preference Page for more details.

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

Health Assessment Required:No