Administrative Spec II - UF Center Addiction Research & Education; UF CARE

Administrative Spec II - UF Center for Addiction Research & Education (UF CARE)

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Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:  - MD-PSYCHIATRY

Classification

Title:

Administrative Specialist II

Job Description:

The Administrative Specialist II provides advanced administrative support to the Neurocognitive Laboratory and the UF Center for Addiction Research & Education (UF CARE). Responsibilities include fiscal and equipment management, human participant payment administration, seminar coordination, grant tracking, and support for high-level faculty roles.

• UNIT ADMINISTRATIVE SUPPORT: Manages the scheduling needs of the unit and provides communication support. Manages a portion of the unit’s Human Subject Payments and cash controls for the unit. Procures new equipment by interfacing with procurement, UF IT, and UF Risk Management. Maintains equipment (EEG amplifiers, EEG caps, BAC & CO monitors, driving simulator, eye tracker, response buttons, etc.) and works with staff to keep in good working order.
  
  Acts as spending authority for the unit and works closely with staff to review purchasing needs, inventories and understands federal, state and UF policies and procedures related to award management. Coordinates travel for staff, assists with reporting needs, tracks budgets and duties as needed. Confirms invoices with RCIII and codes for payment. Purchases all unit supplies and ensures meal vouchers are available.
  
  Books all travel and handles travel reports working directly with fiscal. Serves as the HSP custodian and oversees the logs.
• PROGRAM ADMINISTRATION: Serving as the administrator for CARE. Provides support and coordination of monthly seminars with the UF CARE Seminar Committee and the Director, arranging meeting space/online meetings, letters of invitation/honoraria/travel arrangements for speakers, and promotion via established methods. Produces the UF CARE Newsletter monthly (during the Fall and Spring Semesters), highlighting member accomplishments, planned UF CARE events, UF CARE media (podcasts, recorded seminars, etc.),
  
  training and defunding opportunities. Maintains updated email distribution lists. Coordinates UF CARE’s annual grants with fiscal staff and awardees (trainee travel/networking and dissertation support grants, etc.). Maintains an engaging and updated website and social media presence. Coordinates travel, honoraria, meetings, meeting space, speakers, etc. for the UF CARE Annual Symposium. Supports committees in their work, especially the Executive Committee, Seminar Committee, Symposium Committee, and Grant/Awards Committee.
  
  Provides announcements and official letters as appropriate to members. Organizes fundraising efforts (alumni, annual IDC allocations, etc.).
• GENERAL ADMINISTRATION: Serves as the unit Director’s primary liaison for campus departments (institutional Review Board, Clinical Research Center, CTSI, other UF Departments, Health Street, Human Participant Payments, Physical Plant, UF Health IT, etc.) and other non-campus-based organizations (addiction treatment facilities, grant funding agencies, regulatory agencies, etc.). Assists Principal Investigators in meetings and other faculty and staff regarding administrative activities (scheduling, taking notes, follow-up after meetings).
  
  Assists in support of the Director of UF CARE, Co-Vice Chair of Research in the Department of Psychiatry, member of UF IRB-1, Chief of Addiction Research in the Department of Psychiatry (scheduling, preparing periodic divisional reports, assisting with faculty annual reviews, arranging travel, coordinating leave and travel forms, etc.).

Other duties as assigned.

Minimum Qualifications:

Bachelor’s degree and three years of appropriate experience or an equivalent combination of education and experience.

Preferred Qualifications:

• Ability to work independently.
• Strong organizational and communication skills.
• Strong interpersonal skills.
• Proficiency with MS Office Suite, website editing platforms, and UF systems (myUFL, UFIRST, etc.).
• Ability to manage…