Administrative Specialist III

Apply now Job no: 527397
Work type: Staff Full-Time
Location: Lake
Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support
Department:29680302 - MD-CTSI-VILLAGES HEALTH CRC

Classification Title:

Administrative Spec III

Job Description:

Program(s) Administrative 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 preparation of 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.
  • Coordination of the Centers meetings, including preparation of meeting materials, maintenance of meeting minutes and upkeep of the center members’ database.
  • Has oversight for scheduling at the center.
  • Direct involvement 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 RedCap or other research tools.
  • Works with the Director and CTSI Communications to oversee the center’s website presence using WordPress. 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.


Human Resources - Payroll

  • Monitors and approves timesheets and leave for center personnel; working 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, but not limited to, recruitment and staffing, classification and compensation, benefits administration, and training as assigned by the Director and collaborating with CTSI HR.
  • Will assist 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.
  • Will be responsible for collaborating with campus HR about position description creation, review, and revision as needed to create new positions, reclassify existing ones, and backfill existing 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.
  • Serve 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.
  • Preparing travel authorizations for Center staff; assisting with travel arrangements as required; and filing travel and expense records to ensure timely payment to staff
  • Processing and controlling the Center’s purchasing and payouts - reconciling the Director’s P-Card purchases using UFGo
  • Responsible for confidential information relating to the Director’s office including research and fiscal records.
  • Assists the Director and financial manager with the preparation of the annual budget, forecasting budget requirements (personnel, other) using UF’s Enterprise Reporting, Enterprise Analytics, My Investigator, and other tools as necessary.
Expected Salary:

$65,000 - $75,000

Minimum Requirements:

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

Preferred Qualifications:
  • Knowledge of the methods of data collection and ability to prepare various reports.
  • Knowledge and experience in using WordPress to create and edit website content.
  • Knowledge of basic bookkeeping and University accounting procedures.
  • Knowledge of UF systems, including but not limited to myUFL, PageUp, UFGO, RedCap, UFirst, Enterprise Analytics, Qualtrics, MyIRB.
  • Effective written and oral communication skills; ability to articulate and interpret information.
  • Independent problem-solving skills and attention to detail.
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This is a time-limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

Health Assessment Required: No


Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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