| Job Description: |
The Administrative Specialist III described herein provides administrative support to the Assistant Vice President for Research and coordinates various administrative activities within the University of Florida’s Preston A. Wells, Jr. Brain Tumor Therapy Center and clinical and Translational Sciences Institute.
About this role:
Administrative functions for the Assistant Vice President for Research, including, but not limited to:
- Leads and oversees administrative processes and special projects on behalf of the Assistant Vice President for Research, coordinating timelines, delegating tasks when appropriate, and ensuring deliverables are completed accurately and on schedule.
- Serves as the primary process owner for complex administrative workflows, identifying bottlenecks, implementing improvements, and ensuring ongoing efficiency and compliance.
- Manages cross-functional administrative initiatives involving Neurosurgery, CTSI, and UF Health Cancer Center partners, ensuring alignment and follow-through.
- Maintains the complex calendar for the Assistant Vice President by planning and scheduling meetings,
conferences, teleconferences, and travel. Responsible for arranging/setting up meeting rooms, catering, and cleaning up following meetings.
- Responsible for receiving and reviewing all incoming written communications addressed to the Assistant Vice President. Prepares correspondence and responses, many of which involve confidential, complex, and sensitive issues. Screens telephone calls and answers questions that involve the interpretation of policies and procedures and provides routine information to callers. Determines when it is appropriate to refer callers to another party for a response to their inquiry.
- Prepares with minimal support in the preparation of reports and proposals as requested. Completes assigned projects either directly or through delegation and is responsible for following up on results.
- Creates and maintains administrative filing systems and workflow, and maintains confidence and protects
operations by keeping information confidential, including private health information, intellectual property, and confidentiality agreements.
- Schedules and coordinates all travel arrangements, registrations, reimbursements, and necessary authorizations for the Assistant Vice President, ensuring compliance with institutional policies and procedures.
Expense Tracking
- Ensures coordination with the department fiscal team to ensure UF and department policies and procedures for travel and expense are followed.
- Provides supporting documentation to the administrative office for catering and P-card purchases. Collects and organizes back-up documentation for travel expense reimbursements for timely submission.
- Leads project planning workflows for clinical research and educational initiative-related events, including timeline development, task assignment, risk mitigation, and coordination with internal and external stakeholders.
- Serves as project lead for high-profile visitor itineraries, coordinating all logistics and ensuring seamless execution across multiple departments.
- Ensures adherence to university travel policies and procedures and follows up on any discrepancies.
- Monitors and tracks reimbursement requests, maintaining accurate records and timely updates for the Assistant Vice President and the administrative office.
Planning and execution of programs critical to the clinical research and education missions
- Visitation Coordination: Responsible for organizing and managing visits from colleagues, patients, and their families, providing guidance and responding to inquiries.
- Serves as a project lead for high-profile visitor itineraries, coordinating all logistics and ensuring seamless
execution across multiple departments.
- Schedules flights, hotels, local transportation, and meals.
- Coordinates meetings with Neurosurgery, College of Medicine, CTSI, and UFHCC leadership.
- Arranges and facilitates facility tours.
- Prepares and disseminates agendas and relevant materials.
Event and Activity Coordination
- Plans and manages social and educational activities, including research seminars, faculty meetings, and social events.
- Leads project planning workflows for clinical research and education initiative-related events, including timeline.
- Development, task assignment, risk mitigation, and coordination with internal and external stakeholders.
- Assists with event logistics and budgeting, ensuring compliance with departmental and university policies.
- Supports coordination of all aspects of events, from planning through execution and follow-up.
- Secures appropriate meeting spaces and lodging for events and visitors.
- Develops event materials and promotes events through signage, social media, and other communication channels.
- Processes expense reimbursements and completes final financial reporting in accordance with University of Florida and departmental regulations.
- Collaborates with the Development Office of the Medical Center to plan and coordinate fundraising events in support of the Brain Tumor Center.
Social and Educational Activity Coordination & Communications
- Coordinates social and educational activities, including seminars, faculty meetings, and special events.
- Develops and maintains the social media presence (Facebook, Twitter, LinkedIn, etc.) for the Assistant Vice President for Research, including content creation and posting updates.
- Serves as liaison with UF Health Marketing to ensure that marketing materials and social media content for the Wells Brain Tumor Center and CTSI are current and accurate.
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