Administrative Specialist II - Pediatric Cellular and Molecular Therapy; CMT

Administrative Specialist II - Pediatric Cellular and Molecular Therapy (CMT)

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Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Health Care Administration/Support
Department:  - MD-PEDS-CELL - MOLEC THERP DIV

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.

• 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

• 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

• 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

• 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…