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Administrative Specialist II

2 months ago

Gainesville, United States University of Florida Full time

Job Description:

The University of Florida's College of Medicine's Office of Research seeks a dedicated and motivated Administrative Specialist II to contribute to scientific advancements and health for all. This position is pivotal in providing comprehensive administrative support to ensure the smooth functioning of operations. The role involves extensive interaction with the public, faculty, university community, and government entities. The Administrative Specialist will undertake diverse tasks in support of the office, including coordinating administrative aspects of operations, training, education, research, and clinical trials programs and initiatives. Their involvement extends to assisting with and overseeing special projects, and policy development, evaluation, and implementation for the Office of Research.

About This Role

Administrative Support

Provide advanced administrative support to the Director of Research Strategy and Operations, manage office events and programs, coordinate travel and reimbursements, oversee purchasing, and maintain accurate documentation and data integrity.

Meeting and Event Coordination

Plan and execute meetings, trainings, and staff retreats, coordinate complex functions, prepare agendas, record minutes, manage schedules, support event execution, and ensure post-event analysis and reporting.

Front Office Management

Manage front office operations, handle inquiries, maintain distribution lists and phone lists, update the website, distribute mail and packages, manage emails, and serve as back-up for the main phone line.

Fiscal Support

Independently coordinate procurement for the Office of Research, maintain vendor contracts, issue purchase orders, prepare bid specifications, ensure compliance with policies, and manage inventory.

Special Projects

Support special projects by compiling information, preparing documents, managing timelines, communicating with stakeholders, and providing strategic input for project planning and execution.

IT and Miscellaneous Support

Oversee setup, implementation, and monitoring of OR workstations, IT accounts, and phone numbers, assist with documentation and technical support, and perform additional duties aligned with the Office of Research's strategic goals.

Facilities and Equipment

Oversee OR facilities management, including pest control, housekeeping, and building alarms, manage space and equipment allocation, ensure compliance with university policies and safety regulations, and implement facilities management strategies under senior direction.

About COM's Office of Research

The College of Medicine's Office of Research collaborates closely with faculty, research leaders, and University administration to drive strategic initiatives that enhance research excellence and healthcare outcomes. The Office of Research focuses on diversifying their funding portfolio, interpreting sponsor guidelines, and facilitating collaborative, interdisciplinary research. This office provides vital administrative support to ensure compliance and promote research excellence across basic, translational, and clinical sciences.

For more information about the College of Medicine's Office of Research and its goals, visit .

We Offer Exceptional Benefits

Low-cost State Health Plans: Medical, Dental, and Vision Insurance Life and Disability Insurance Generous retirement options to secure your future Comprehensive Paid Time Off Package (including paid holidays, as well as paid family, sick, and vacation leave) Exceptional Personal and Professional Development Opportunities (UF Training & Organization Development including leadership development, LinkedIn Learning, amongst other opportunities) Tuition Assistance (UF Employee Education Program) Public Service Loan Forgiveness (PSLF) Eligible Employer

About the City of Gainesville

Discover Gainesville, Florida, home to the University of Florida College of Medicine, where modern attractions and natural beauty harmonize to create an exceptional living environment. Enjoy a low cost of living, no state income tax, outstanding public and private schools, and pleasant winters in a community that passionately supports Division I NCAA sports (Go Gators). Explore scenic bike trails, lively farmer's markets, and a thriving local brewery scene. Immerse yourself in over miles of biking and hiking trails, encounter diverse wildlife in Florida State Parks, and experience thrilling adventures in freshwater springs. Gainesville's central location offers easy access to both the Gulf of Mexico and the Atlantic Ocean, providing stunning beaches, nature preserves, and world-renowned theme parks within a day's drive. Become part of our vibrant community, where the perfect blend of opportunities awaits. Learn more about what Gainesville has to offer at . 

Expected Salary:

$, - $, 

Minimum Requirements:

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

Preferred Qualifications:

An ideal candidate will possess: 

Proven track record in delivering comprehensive administrative support services. Exceptional attention to detail with a commitment to precision in tasks. Outstanding verbal and written communication skills in English. Demonstrated ability to work both independently and collaboratively with diverse stakeholders, including faculty, staff, and healthcare professionals across various levels. Strong aptitude for task prioritization and execution, displaying autonomy with minimal supervision. Experienced in handling and safeguarding confidential and sensitive information. Proficiency and adeptness in utilizing Excel, Word, PowerPoint, Adobe, and web-based tools. Skilled in utilizing scheduling platforms, including Doodle.com, WebEx, Zoom, and Teams.