Administrative Support Specialist

2 days ago


Palm Beach, Florida, United States University of Florida Full time

Job Summary

As an Administrative Assistant II at the University of Florida, you will provide high-level administrative support to Principal Investigators and their associated laboratories. Your responsibilities will include scheduling and coordinating meetings, arranging travel logistics, and overseeing fiscal and human resources duties. You will also assist with event coordination, special projects, and the recruitment and onboarding of new employees. Additionally, you will support laboratory functions, including procurement, payroll coordination, and facility upkeep. If you have excellent communication skills and experience in administrative support, we encourage you to apply for this exciting opportunity.

Key Responsibilities

- Administer scheduling and appointments for PI(s), coordinating 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, and budget monitoring and processing revisions.
- Assist with the recruitment and onboarding of new employees, working closely with the HR department and liaising with the International Office as needed.
- Support laboratory functions, including procurement, payroll coordination, IT service management, facility upkeep, and biosafety training.
- 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.

Requirements

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

What We Offer

- Commensurate salary based on experience.
- Opportunity to work in a dynamic and collaborative environment.
- Professional development opportunities.

How to Apply

To be considered, please upload your cover letter and resume. Please provide names and email addresses of three to five references as part of the application process. When ready, 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. See our Veteran's Preference Page for more specific information. This position is open until filled. Application review will begin July 9, 2024. Health Assessment Required: No. Advertised: 02 Jul 2024 Eastern Daylight Time. Applications close:



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