Job no: 517158
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional
Department:29310201 - MD-AGING-CLINICAL RESEARCH

Classification Title: Administrative Specialist IIJob Description:

This position serves as the administrative coordinator and primary assistant to a senior faculty member in the Department of Aging and Geriatric Research. The incumbent will provide non-routine advanced administrative support for the Associate Director for Population Sciences in support of their role to advance the mission of the University of Florida Health Cancer Center (UFHCC). In addition, the administrative specialist is integrally engaged with a multi-P.I. NIH research project team involved in research at the intersection of cancer and aging; with responsibilities that include, but are not limited to, post-award fiscal management, coordination of travel and conference planning, manuscript preparation and progress reporting to the sponsoring agency. This highly professional position requires contact with academic scientists both within and outside UF, and with governmental agencies.

Duties will include:

• Research Program Coordination:
  • Coordinates all projects and timelines, ensuring that deadlines are met and timelines are adhered to. Develops, compiles and collates information related to projects, and participates in the manuscript development and submission for publication.
  • Coordinates research and administrative staffing meetings and conferences that include the investigators and statistical coordinator.
  • Responsible for managing human resource functions within the research program. Supervises the completion and ensures the timeliness of all progress reports and administrative paperwork to maintain compliance with sponsor guidelines.
  • Serves as a resource for project databases and websites. Plans and organizes meetings and regular video conference calls.
• Cancer Center Population Science Administration:
  • Provides high-level assistance to the UFHCC Associate Director for Population Sciences in support of their responsibilities related to bringing together faculty conducting population, basic, and clinical cancer research.
  • Develops and coordinates a variety of academic activities, including annual retreats, multi-site conferences, interdisciplinary teaching sessions and local program meetings.
  • Facilitates all meeting logistics including conference rooms, required set-ups, audio visual, display boards and catering needs.
  • Serves as administrative contact for program meetings to ensure all elements run smoothly and all the details are properly managed.
  • Works closely with UFHCC Research Administration, participates in the compilation of data on unit-wide research funding and program membership management. Manages non-routine complex problems and inquiries.
  • Assists with grant submissions, in particular to the Associate Director’s contribution to the P30 Cancer Support Grant application.
• As an integral member of the administrative team this position shall be responsible for maintenance of center’s data metrics and fulfillment of data requests from internal and external entities. These activities may involve designing and conducting surveys; requesting data from multiple sources and compiling it in a cohesive manner; querying various databases to compile reports and other tasks that require accuracy and attention to detail.
• Responsible for communicating with applicants and awardees to impart information in a timely and professional manner; requesting progress reports and recording progress to track efficiency, and maintaining up-to-date data on these programs.
• Coordinates and schedules project presentations. Actively participate in UFHCC-wide meetings, seminars, and conferences to include the annual Research Day Symposium, annual External Advisory Board meetings, NCI Site Visits, and other ad hoc special meetings.
• Manages fiscal responsibilities for the research program, working with the program director; including working closely with the UFHCC finance team on programmatically-aligned expenses to maintain adherence with approved research program allocation. This includes all aspects pertaining to ledgers and administrative aspects of subcontracts.
• Works with principal investigator (PI) to ensure that spending is appropriated to the correct accounts. Monitors project deadlines and assists with the coordination and submission of quarterly/annual project reports.
• Other duties as assigned.

Expected Salary:

$45,000 - $60,000; commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:

• Significant experience in office workflow management at the senior level with excellent organizational skills and the ability to change priorities
• Experience working in an academic environment.
• Excellent oral and written communication skills.
• Ability to work in a self-directed manner, demonstrate initiative and maintain a high degree of accuracy and attention to detail.
• Proven ability manage multiple projects and deadlines.
• Experience with planning, executing and evaluating programs, meetings and conferences successfully, as well as budgeting.
• Database management skills including the ability to create and query reports.
• Ability to gather, organize and maintain data and a proficiency in graphing, data-entry, spreadsheet, presentation software and other technical applications, as demonstrated by proficiency in Microsoft Office.
• Experience working within the University of Florida academic system is a plus, but not required.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and the contact information for a minimum of three professional references.

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 is a time limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

Health Assessment Required:No

Advertised: 22 Jun 2021 Eastern Daylight Time
Applications close: 19 Oct 2021 Eastern Daylight Time