Administrative Specialist II - Pediatric Cellular and Molecular Therapy; CMT

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

Job No: 538137

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Health Care Administration/Support

Department:  - MD-PEDS-CELL - MOLEC THERP DIV

Seniority level: Mid-Senior level

The Office Coordinator herein described works in the Department of Pediatrics, College of Medicine (COM), at the University of Florida (UF). 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. He/she is responsible for data management, departmental reporting activities, and assisting with developing standard forms and checklists.

The incumbent serves as an administrative assistant to the Chief of Division of Cellular & Molecular Therapy, and is responsible for customer service and administrative tasks within the division. He/she acts as a main administrative support for the division, handles post award grants activities, maintains the tracking system of spending from grants, and handles confidential information. The incumbent provides specific customer services, which includes handling phone calls and scheduling appointments.

• Function as the primary administrative contact and support for Pediatric Cellular and Molecular Therapy (CMT), providing back-up and cross-coverage for the CHRI and PGTC divisions.
• Coordinate faculty and staff absences and leave, approve staff time, and enter 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 Volunteers.
• Keep track of residual, overhead accounts, and the chair's commitments for the Division of Cellular & Molecular Therapy; monitor spending and balances; assist the PI with purchases from the indirect and commitment dollars; monitor the balances.
• Monitor assigned grant projects within Division of Cellular & Molecular Therapy and follow procedures related to the funding source.
• Monitor daily project activities for the contract or grant by checking the balances in the various categories of expenditure.
• Ensure expenditures are appropriate and balances correct; prepare cost transfers; monitor revenue and receivables; ensure timely expense and charge completion.
• Complete tasks as assigned to achieve programmatic objectives; satisfy annual competencies; participate in professional development and continuing education; other duties as directed.
• Works independently with high quality, exercises good judgment, works well with others, meets high standards, no health requirements, and requires a criminal background check.
• Uses computer, telephone, fax machine, and copier for daily tasks.

$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.

• Experience…