Administrative Specialist III - Research Hub

Administrative Specialist III - Research Hub

Job No: 538871

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Health Care Administration/Support

Department:  - MD-MEDICINE CHAIRMAN

Classification

Title:

Administrative Specialist III - Research Hub

Classification

Minimum Requirements:

Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.

• Serve as a key liaison between faculty, division administrators, and central DOM HR regarding recruitment, hiring, salary considerations, and onboarding procedures.
• Manage and lead complex human resources processes for faculty, TEAMS, and OPS recruitment within the Research Hub, ensuring documentation accuracy and compliance with UF, COM, and DOM HR policies.
• Oversee preparation, review, and submission of Requests to Recruit/Hire, Personnel Transaction Forms (PTFs), job descriptions, and recruitment materials.
• Handle confidential and non-routine administrative tasks with discretion; maintain confidentiality of sensitive information.
• Facilitate onboarding and orientation of new research faculty and staff, coordinating across divisions and supporting a compliant transition process.
• Interpret and apply university, state, and federal HR policies, procedures, and regulations; ensure departmental compliance and consistency of practices across research units.
• Develop, update, and disseminate standardized operational templates, mentor structures, and organizational guidance for use across DOM labs.
• Identify and resolve discrepancies between internal DOM processes and external protocols, recommending improvements that enhance operational efficiency.
• Support annual evaluation processes for Hub members by compiling, summarizing, and distributing required data and documentation.
• Serve as a central resource for major equipment and software procurements, including risk assessment coordination, approval facilitation, and maintenance agreement arrangements.
• Maintain accurate records of large equipment and software purchases, as well as shared laboratory assets and responsible contacts.
• Support lab transitions, relocations, and facility coordination activities to ensure proper documentation, tracking, and policy compliance.
• Serve as a point of contact for internal and external communications concerning research support activities and processes.
• Prepare reports, presentations, and administrative summaries for leadership, faculty, and key stakeholders.
• Maintain and update Research Hub resources, websites, SharePoint content, contact lists, and document archives.
• Participate in special administrative projects, inter-departmental initiatives, and committees that advance the mission of the Research Hub.
• Perform additional duties as assigned by the Research Hub Director or Administrator.

Expected Salary: $61,000 - 70,000 per annum

• Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.
• Experience in a university or higher education setting.
• Ability to design and implement standards and guidance documents and a proven record implementing process improvement.
• Ability to establish and maintain effective working relationships with others.
• Ability to work independently, plan, organize, and coordinate work assignments.
• Must be able to handle the pressures of a high-volume, multi-faceted job assignment where excellent customer service, attention to detail, accuracy, and timeliness are critical.
• Ability to communicate effectively, both verbally and in writing.
• Proficiency in Word, Excel, PowerPoint, and Outlook.
• Knowledge of appropriate state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations.

Special Instructions to Applicants: In order to be considered, you must upload your cover letter and resume.

This position is time-limited.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

No Health Assessment Required.

Applications Close: 08 March 2026

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The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call  or the Florida Relay System at  (TDD) or visit Accessibility at UF.