University Of Florida
Administrative Specialist II - Pediatric Cellular and Molecular Therapy (CMT)
University Of Florida, Gainesville, Florida, us, 32635
Administrative Specialist II - Pediatric Cellular and Molecular Therapy (CMT)
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Job no:
538137 Work type:
Staff Full-Time Location:
Main Campus (Gainesville, FL) Categories:
Health Care Administration/Support Department:
29092300 - MD-PEDS-CELL - MOLEC THERP DIV
Job Description The Administrative Specialist II oversees administrative functions in a complex office environment, manages daily operations, interprets and enforces university and federal regulations, handles confidential tasks, coordinates human‑resources activities, and serves as the primary liaison with other university departments. The incumbent serves as an administrative assistant to the Chief of Division of Cellular & Molecular Therapy, is responsible for customer service and administrative tasks within the division, handles post‑award grants activities, maintains the tracking system of spending from grants, and manages confidential information. The incumbent provides specific customer services, including handling phone calls and scheduling appointments.
Responsibilities
Function as the primary administrative contact and support for Pediatric Cellular and Molecular Therapy (CMT), providing backup and cross‑coverage for the CHRI and PGTC divisions
Coordinating faculty and staff absences and leave, approving staff time, and entering time for all faculty within assigned divisions
Work closely with the Assistant Director on hiring issues, staff assignments, and workload distribution
Collaborate with Division Chiefs to coordinate faculty and fellow recruitment visits, hires, and manage travel and itineraries for faculty and staff recruits
Recommend policies for program operations and advise faculty and administrators on the interpretation, application, and implementation of new or revised rules, policies, and procedures
Make suggestions to the Chief of assigned divisions to ensure efficient operations and achieve cost savings
Create and periodically update divisional organizational charts, prepare annual faculty evaluation letters, and coordinate quarterly check‑ins with staff
Serve as the administrative assistant to the Division Chief of CMT, assisting with special projects related to budgetary issues, scheduling, reporting, and the Chiefs’ administrative roles across all divisions
Work with Division Chiefs on special reporting required by the College of Medicine related to faculty effort and assignments
Provide administrative support to faculty, teams, ops, and non‑grant administration fiscal support
Completing tasks as assigned to achieve programmatic objectives; satisfying annual competencies as required by the University of Florida and other governing bodies; participating in professional development and continuing education; other duties as designated by Chief and Assistant Director
Non‑Grant Administration Fiscal Support
Keep track of residual, overhead accounts, and the chair’s commitments for the Division of Cellular & Molecular Therapy
Keep a log of all accounts; track spending and balances
Assure that spending is conducted in a timely manner and that it does not exceed allowable budgeted amounts
Assist the PI with purchases from indirect and commitment dollars; monitor balances
Grant Administration Fiscal Support
Monitor assigned grant projects within the Division of Cellular & Molecular Therapy and follow procedures related to the funding source
Check daily project activities and balances in various categories of expenditure as awarded by the granting agency
Monitor expenditures for compliance with cost accounting standards and authorize re‑budgeting of funds to different categories for the proper and timely progress of the research project
Prepare cost transfers, as necessary, to properly charge/refund research projects
Monitor revenue and receivables
Ensure expenditures and charges are completed on a timely basis to ensure accounts are closed out as required
Core Attributes and Skills
Works independently, multi‑tasks, and attends to details with a high level of quality at all times
Exercises exceptionally good judgment
Works well with others
Meets or exceeds the high standards for administrative staff in personal and professional integrity
No health requirements
Machines and Equipment Used Regularly
Computer
Telephone
Other Information The College of Medicine (COM), Department of Pediatrics has diverse academic missions including research, patient care, clinical service contracts, and the medical education of residents, fellows, medical students, healthcare professionals, graduate assistants, and post‑doctoral associates in the research arena. Criminal background check required.
Compensation and Education Requirements $50,000 - $58,000; commensurate with education and experience.
Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications
Experience
Experience working with the myUFL system (essential)
Fiscal and grant experience
Knowledge
Knowledge of the university’s policies and procedures (essential)
Familiarity with university management (essential)
Familiarity with basic accounting (essential)
Skills
Good verbal and written communication skills
Abilities
Ability to plan, organize, and prioritize work assignments
Physical Qualifications: None
Other Qualifications
Comfortable working in an electronic environment (essential)
Works independently with minimal supervision
Works effectively as a team member
Special Instructions to Applicants To be considered for this position, please upload your cover letter or letter of interest, resume, and a list of professional references.
This is a time‑limited position. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No
Advertised:
11 Dec 2025 Eastern Standard Time Applications close:
06 Jan 2026 Eastern Standard Time
The University of Florida is an Equal Employment Opportunity Employer.
#J-18808-Ljbffr
Job no:
538137 Work type:
Staff Full-Time Location:
Main Campus (Gainesville, FL) Categories:
Health Care Administration/Support Department:
29092300 - MD-PEDS-CELL - MOLEC THERP DIV
Job Description The Administrative Specialist II oversees administrative functions in a complex office environment, manages daily operations, interprets and enforces university and federal regulations, handles confidential tasks, coordinates human‑resources activities, and serves as the primary liaison with other university departments. The incumbent serves as an administrative assistant to the Chief of Division of Cellular & Molecular Therapy, is responsible for customer service and administrative tasks within the division, handles post‑award grants activities, maintains the tracking system of spending from grants, and manages confidential information. The incumbent provides specific customer services, including handling phone calls and scheduling appointments.
Responsibilities
Function as the primary administrative contact and support for Pediatric Cellular and Molecular Therapy (CMT), providing backup and cross‑coverage for the CHRI and PGTC divisions
Coordinating faculty and staff absences and leave, approving staff time, and entering time for all faculty within assigned divisions
Work closely with the Assistant Director on hiring issues, staff assignments, and workload distribution
Collaborate with Division Chiefs to coordinate faculty and fellow recruitment visits, hires, and manage travel and itineraries for faculty and staff recruits
Recommend policies for program operations and advise faculty and administrators on the interpretation, application, and implementation of new or revised rules, policies, and procedures
Make suggestions to the Chief of assigned divisions to ensure efficient operations and achieve cost savings
Create and periodically update divisional organizational charts, prepare annual faculty evaluation letters, and coordinate quarterly check‑ins with staff
Serve as the administrative assistant to the Division Chief of CMT, assisting with special projects related to budgetary issues, scheduling, reporting, and the Chiefs’ administrative roles across all divisions
Work with Division Chiefs on special reporting required by the College of Medicine related to faculty effort and assignments
Provide administrative support to faculty, teams, ops, and non‑grant administration fiscal support
Completing tasks as assigned to achieve programmatic objectives; satisfying annual competencies as required by the University of Florida and other governing bodies; participating in professional development and continuing education; other duties as designated by Chief and Assistant Director
Non‑Grant Administration Fiscal Support
Keep track of residual, overhead accounts, and the chair’s commitments for the Division of Cellular & Molecular Therapy
Keep a log of all accounts; track spending and balances
Assure that spending is conducted in a timely manner and that it does not exceed allowable budgeted amounts
Assist the PI with purchases from indirect and commitment dollars; monitor balances
Grant Administration Fiscal Support
Monitor assigned grant projects within the Division of Cellular & Molecular Therapy and follow procedures related to the funding source
Check daily project activities and balances in various categories of expenditure as awarded by the granting agency
Monitor expenditures for compliance with cost accounting standards and authorize re‑budgeting of funds to different categories for the proper and timely progress of the research project
Prepare cost transfers, as necessary, to properly charge/refund research projects
Monitor revenue and receivables
Ensure expenditures and charges are completed on a timely basis to ensure accounts are closed out as required
Core Attributes and Skills
Works independently, multi‑tasks, and attends to details with a high level of quality at all times
Exercises exceptionally good judgment
Works well with others
Meets or exceeds the high standards for administrative staff in personal and professional integrity
No health requirements
Machines and Equipment Used Regularly
Computer
Telephone
Other Information The College of Medicine (COM), Department of Pediatrics has diverse academic missions including research, patient care, clinical service contracts, and the medical education of residents, fellows, medical students, healthcare professionals, graduate assistants, and post‑doctoral associates in the research arena. Criminal background check required.
Compensation and Education Requirements $50,000 - $58,000; commensurate with education and experience.
Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications
Experience
Experience working with the myUFL system (essential)
Fiscal and grant experience
Knowledge
Knowledge of the university’s policies and procedures (essential)
Familiarity with university management (essential)
Familiarity with basic accounting (essential)
Skills
Good verbal and written communication skills
Abilities
Ability to plan, organize, and prioritize work assignments
Physical Qualifications: None
Other Qualifications
Comfortable working in an electronic environment (essential)
Works independently with minimal supervision
Works effectively as a team member
Special Instructions to Applicants To be considered for this position, please upload your cover letter or letter of interest, resume, and a list of professional references.
This is a time‑limited position. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No
Advertised:
11 Dec 2025 Eastern Standard Time Applications close:
06 Jan 2026 Eastern Standard Time
The University of Florida is an Equal Employment Opportunity Employer.
#J-18808-Ljbffr