Administrative Coordinator

4 weeks ago


West Palm Beach, Florida, United States The Herbert Wertheim UF Scripps Institute For Biomedical Innovation & Technology Full time

Job Summary:

We are seeking an experienced Administrative Coordinator to join our team at The Herbert Wertheim UF Scripps Institute For Biomedical Innovation & Technology. The successful candidate will provide administrative support to our Principal Investigators and their associated laboratories, ensuring the smooth operation of our research activities.

Key Responsibilities:

  • Coordinate scheduling and appointments for PI(s), including meetings across various locations and time zones.
  • Arrange regular laboratory meetings and plan travel logistics for PI(s) and lab personnel attending scientific conferences.
  • Collaborate on event coordination and special administrative projects, including faculty recruitment and departmental seminar series.
  • Oversee fiscal and human resources duties for PI(s) and their associated laboratories, including processing reimbursements and invoices.
  • Assist with the recruitment and onboarding of new employees, working closely with the HR department and liaising with the International Office as needed.
  • Support the operation of laboratory functions, including procurement, payroll coordination, IT service management, and facility upkeep.
  • Update or contribute to the development of websites as needed.
  • Liaise with the pre-award department to collect and organize information for grant proposals or reports.
  • Manage logistical arrangements for guest speakers and events, overseeing travel coordination and securing catering and conference room bookings.
  • Support the recruitment and onboarding of new personnel, including planning travel and accommodations as necessary.

Requirements:

  • High school diploma or equivalent and four years of relevant experience.
  • High level administrative support experience.
  • Excellent verbal and written communication skills.

How to Apply:

Please upload your cover letter and resume as part of the application process. Provide names and email addresses of three to five references. The hiring department will contact the listed references via email requesting their reference letters to be uploaded directly to the application website.

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.



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