Administrative Specialist III UF Clinical and Translational Science Institute; CTSI

Administrative Specialist III UF Clinical and Translational Science Institute (CTSI)

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Job No: 527397

Work Type: Full Time

Location: Lake

Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support, Grant or Research Administration, Health Care Administration/Support

Department:  - MD-CTSI-VILLAGES HEALTH CRC

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 III position. This position will work closely with the center's Director and leadership in coordination of various administrative, financial and human resource duties.

• Administers matters involving the Director's overall activities, keeping the research managers up to date and aware of tasks, deadlines, issues and problems.
• Manages the Director's calendar and prepares official correspondence such as emails and telephone calls on the Center's behalf.
• Coordinates administrative support for the center's staff and community members, in a manner that proactively communicates project details.
• Compiles data used for decision-making and discussion/meetings of Director, staff and select outside individuals on administrative matters.
• Coordinates the Center's meetings, including preparation of meeting materials, maintenance of meeting minutes and upkeep of the center members' database.
• Has oversight for scheduling at the center.
• Directly involves in the planning, implementation and coordination of the center's programs.
• Responsible for confidential information relating to the Director's office including research and fiscal records.
• Coordinates 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.
• Works closely with the research managers to compile and disseminate research projects reports by pulling data from Red Cap or other research tools.
• Works with the Director and CTSI Communications to oversee the center's website presence using Word Press. Includes editing and maintaining content, which will be obtained by working with leadership and staff for content creation.
• Works with the center's Director and leadership team to identify, organize and initiate community engagement events.

• Monitors and approves timesheets and leave for center personnel; works with CTSI to ensure all payroll is approved by deadlines.
• Works with the Center's financial lead to ensure that effort reporting is accurate.
• Responsible for managing and implementing a broad range of human resources functions or programs for the center including recruitment and staffing, classification and compensation, benefits administration, and training as assigned by the Director and collaborating with CTSI HR.
• Assists with formulating, interpreting, and implementing Center policies and operating practices associated with assigned areas of responsibility and programs.
• Conducts recruiting activities to develop and implement recruitment strategies for all open positions including attendance at virtual and in‑person job fairs.
• Collaborates with campus HR about position description creation, review, and revision as needed to create new positions, reclassify existing ones, and backfill positions that become vacant.
• Attends information and training workshops provided by various University departments throughout the campus. Also attends COM and/or CTSI HR meetings as required.
• Serves as liaison for the Center with CTSI HR department.

• Responsible for maintaining records of the Center's grants and contracts budgets, including preparation of status reports on grant‑funded projects and sponsored projects within the UF Office of Advancement.
• Prepares travel authorizations for Center staff; assists with travel arrangements as required; and files…