Administrative Specialist II - UF Health Cancer Center

Main Campus (Gainesville, FL)
Feb 19, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515318
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional

Classification Title:

Administrative Specialist II

Job Description:

As the Administrative Specialist assigned to our Associate Director for Administration, you will be responsible for executive level workflow management and the coordination of a broad range of administrative, financial, and project management duties in support of the Cancer Center’s research mission and pursuit of NCI-designation. This is a highly visible, highly responsible position and requires an incumbent with a professional demeanor and attitude, a high level of confidentiality related to sensitive issues, and independent and prudent judgment.

In your new role you will be responsible for the following:

  • The management of a wide-range of projects under the umbrella of the Associate Director, including the preparation and development of metrics and reports reflective of the Center’s progress towards achieving strategic objectives;

  • Administrative support for the Associate Director and other assigned members of the Executive Leadership team, including management of calendars, correspondence, and protecting time for the completion of their leader’s administrative and strategic duties;

  • Facilitation and oversight of program planning and management for the Cancer Center, on behalf of the Associate Director, including direct management of the center-level policies and procedures governing the UF Health Cancer Center’s operations;

  • Direct assistance and support to the Executive Leadership team in the financial management of their offices and areas of responsibility;

  • Completion and management of special assignments and projects brought by the Executive Leadership team, including oversight of strategic scientific research faculty recruitment.

This is a senior level administrative position, ideal for candidates with established careers in administration and/or office management. Employees in these roles operate as part of the Administrative core supporting the mission and operations of the UF Health Cancer Center and are fundamental to the progress of cancer research being conducted at the University of Florida. A complete job description will be provided to candidates selected for interview.

Expected Salary:

$58,000 – $64,500; Commensurate with Education and Experience.

Minimum Requirements:

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

Preferred Qualifications:

As an ideal candidate you will have/be:

  • A Master’s Degree in Public Administration, Business Administration, or related field;

  • Significant experience in office workflow management at the senior level with excellent organizational skills and the ability to change priorities quickly and often with little or no disruption to operations;

  • Experience with planning, executing and evaluating programs, meetings and conferences successfully, including vendor selection, site selection, contracting and budgeting;

  • Significant experience in project management, time management and organizational skills, with the ability to manage details of multiple and complex projects with firm schedules and competing deadlines;

  • Experience developing and maintaining presentations and executive correspondences;

  • Experience in a NCI-designated, or emerging Cancer Center and working knowledge of Cancer Center Support Grant (CCSG) administrative guidelines, activities and responsibilities, preferred;

  • Experience working within the University of Florida is a plus, but not required;

  • Project management certification highly desirable;

  • Experience with University procurement policies and practices and effective vendor management, to include contract negotiations;

  • Experience developing and managing project budgets and tracking expenditures;

  • Demonstrated ability to work collaboratively with University executives, senior research leadership and staff members, vendors and volunteers to achieve the goals of each project being managed;

  • Knowledge of University systems, as well as general administrative functions including travel, and complex meeting planning in an academic medical research or higher education environment;

  • Demonstrated ability to work independently with limited supervision and ability to work toward common goals as part of an administrative team;

  • Excellent oral and written communications skills, especially proof-reading and public speaking skills;

  • Demonstrated quantitative and data analytic skills, with ability to generate, distill and interpret reports organize and maintain data and a proficiency in graphing, data-entry, spreadsheet, presentation software and other technical applications, for senior leadership on metric and benchmarking analysis;

  • Excellent organizational and planning skills; leadership ability to manage multiple projects and work assignments with competing deadlines;

  • Ability to work in and appreciate a culturally diverse organization;

  • Proven ability to work in a fast-paced deadline-driven work atmosphere and able to assess environment and adjust plans according to situation;

  • Demonstrated collaborative skills with internal and external stakeholders to strategically plan deliver assigned projects;

  • Proven ability to problem-solve effectively, using critical thinking to propose solutions to meet the needs and address the interests of internal and external constituencies;

  • Ability to develop and implement innovative and creative approaches to seminal events;

  • Demonstrated integrity, dependability, sound judgment, teamwork and resourcefulness to establish and maintain collaborative, positive and effective working relationships with multiple internal and external partners;

  • Exceptional interpersonal skills – in person, online and by phone, always maintain a high level of professionalism and adherence to confidentiality;

  • Ability to utilize complex database systems to generate analytical reports (i.e. PeopleSoft, OnCore, UFIRST [Click Commerce], Electronic Data Warehouse, PubMed, NIH REPORTER, and similar)
    Experience in providing administrative and functional supervision in project management and execution;

  • Experience with project management software a plus;

  • Expert proficiency in all MS Office applications.

Special Instructions to Applicants:

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.

Applicants must upload a copy of the following documents to be considered for this position:

  • Cover Letter or Letter of Interest

  • Curriculum Vitae or Resume

  • List of Three Professional References

This is a time limited position.

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

Health Assessment Required:


Advertised: 18 Feb 2021 Eastern Standard Time
Applications close: 24 Feb 2021 Eastern Standard Time

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