Inside Higher Ed
Administrative Specialist II UF Clinical and Translational Science Institute (C
Inside Higher Ed, Gainesville, Florida, us, 32635
Administrative Specialist II UF Clinical and Translational Science Institute (CTSI)
Job No:
527396
Work Type:
Full Time
Location:
Lake, FL
Expected Salary:
$50,000 - $60,000
Applications Close:
22 November 2025
Application Deadline:
11:55 p.m. (ET) of the posting end date
Special Instructions:
Upload your cover letter and resume.
This is a time-limited position.
Job Description The UF Health - Precision Health Research Center (PHRC) located in The Villages, FL, hosted within the Clinical and Translational Science Institute (CTSI) seeks an enthusiastic and qualified individual to fill the Administrative Specialist II position. This position will work with center leadership and staff in coordination of various administrative duties.
Responsibilities
Greet and assist visitors, faculty and students; refer inquiries to appropriate program area and/or staff; serve as liaison with other university departments and external agencies.
Provide general administrative support and customer service to include day-to-day operations of the center such as answering phones, distributing incoming and outgoing mail, printing, scanning, copying, and preparing reports.
Interact with study participants via phone and in person to include appointment reminders, study follow up, and general inquiries.
Work closely with leadership in supporting center events, travel and professional development initiatives.
Ensure the center is well stocked with supplies, track and order supplies as needed for day-to-day operations and special events.
Assist with special projects and communications to include collecting and editing content for the Center's website and social media platforms, manage and create content for electronic billboard, manage electronic and paper files and other relevant materials related to the website.
Compile data used for decision-making and discussion/meetings of Director, staff and select outside individuals on administrative matters.
Assist with the coordination of the Center's meetings, including preparation of meeting materials, maintenance of meeting minutes and upkeep of the center members' database.
Effective organization of information resources that facilitate collaboration and productivity of Center staff, including preparation of staff meeting agendas, advancing use of shared calendars, directories and other UF cloud tools.
Programs and Budgeting
Maintain Excel budget workbooks to accurately track and reconcile expenditures.
Coordinate with CTSI Finance and Administration to process PCard charges, purchase orders, invoices, and any other financial related business necessary.
Maintain Excel budget workbooks to accurately track and reconcile fleet vehicle expenses and maintenance.
Responsible for confidential information relating to the Director's office including research and fiscal records.
Coordinate with the Director of Operations for the preparation of the annual budget, forecasting budget requirements (personnel, other) using UF's Enterprise Reporting, Enterprise Analytics, and other tools as necessary.
Assistance to Leadership
Perform a variety of duties as assigned by the Director and leadership according to the daily needs and operation of the Center.
Work with senior research coordinators on research project tasks such as data entry, data reporting, participant scheduling, focus group preparation and other duties as needed.
Cross-train to provide office coverage, including but not limited to approving payroll, scheduling meetings, and assisting the Director as needed.
Minimum Requirements Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications
Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective verbal and written communications.
Knowledge of personal computer and word processing, spreadsheets and database management.
Ability to organize and maintain records.
Ability to understand and apply applicable rules, regulations, policies and procedures;.
Ability to deal with the public in a tactful and courteous manner.
Ability to work independently.
Ability to utilize problem-solving techniques.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships with others.
Equal Employment Opportunity Statement The University of Florida is an Equal Employment Opportunity Employer.
Application Link To apply, visit https://explore.jobs.ufl.edu/en-us/job/527396
#J-18808-Ljbffr
527396
Work Type:
Full Time
Location:
Lake, FL
Expected Salary:
$50,000 - $60,000
Applications Close:
22 November 2025
Application Deadline:
11:55 p.m. (ET) of the posting end date
Special Instructions:
Upload your cover letter and resume.
This is a time-limited position.
Job Description The UF Health - Precision Health Research Center (PHRC) located in The Villages, FL, hosted within the Clinical and Translational Science Institute (CTSI) seeks an enthusiastic and qualified individual to fill the Administrative Specialist II position. This position will work with center leadership and staff in coordination of various administrative duties.
Responsibilities
Greet and assist visitors, faculty and students; refer inquiries to appropriate program area and/or staff; serve as liaison with other university departments and external agencies.
Provide general administrative support and customer service to include day-to-day operations of the center such as answering phones, distributing incoming and outgoing mail, printing, scanning, copying, and preparing reports.
Interact with study participants via phone and in person to include appointment reminders, study follow up, and general inquiries.
Work closely with leadership in supporting center events, travel and professional development initiatives.
Ensure the center is well stocked with supplies, track and order supplies as needed for day-to-day operations and special events.
Assist with special projects and communications to include collecting and editing content for the Center's website and social media platforms, manage and create content for electronic billboard, manage electronic and paper files and other relevant materials related to the website.
Compile data used for decision-making and discussion/meetings of Director, staff and select outside individuals on administrative matters.
Assist with the coordination of the Center's meetings, including preparation of meeting materials, maintenance of meeting minutes and upkeep of the center members' database.
Effective organization of information resources that facilitate collaboration and productivity of Center staff, including preparation of staff meeting agendas, advancing use of shared calendars, directories and other UF cloud tools.
Programs and Budgeting
Maintain Excel budget workbooks to accurately track and reconcile expenditures.
Coordinate with CTSI Finance and Administration to process PCard charges, purchase orders, invoices, and any other financial related business necessary.
Maintain Excel budget workbooks to accurately track and reconcile fleet vehicle expenses and maintenance.
Responsible for confidential information relating to the Director's office including research and fiscal records.
Coordinate with the Director of Operations for the preparation of the annual budget, forecasting budget requirements (personnel, other) using UF's Enterprise Reporting, Enterprise Analytics, and other tools as necessary.
Assistance to Leadership
Perform a variety of duties as assigned by the Director and leadership according to the daily needs and operation of the Center.
Work with senior research coordinators on research project tasks such as data entry, data reporting, participant scheduling, focus group preparation and other duties as needed.
Cross-train to provide office coverage, including but not limited to approving payroll, scheduling meetings, and assisting the Director as needed.
Minimum Requirements Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications
Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective verbal and written communications.
Knowledge of personal computer and word processing, spreadsheets and database management.
Ability to organize and maintain records.
Ability to understand and apply applicable rules, regulations, policies and procedures;.
Ability to deal with the public in a tactful and courteous manner.
Ability to work independently.
Ability to utilize problem-solving techniques.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain effective working relationships with others.
Equal Employment Opportunity Statement The University of Florida is an Equal Employment Opportunity Employer.
Application Link To apply, visit https://explore.jobs.ufl.edu/en-us/job/527396
#J-18808-Ljbffr