| Job Description: |
This position serves as the administrative coordinator and primary assistant to a senior faculty member in the UF Health Cancer Center and provides non-routine advanced administrative support for the Associate Director for Population Sciences in support of their role to advance the mission of the University of Florida Health Cancer Center (UFHCC). In addition, the administrative specialist is integrally engaged with a multi-P.I. NIH research project team involved in research at the intersection of cancer and aging; with responsibilities that include, but are not limited to, post-award fiscal management, coordination of travel and conference planning, manuscript preparation and progress reporting to the sponsoring agency. This highly professional position requires contact with academic scientists both within and outside UF, and with governmental agencies. The position holder must present a professional demeanor and attitude, maintain a high level of confidentiality, and exercise independent judgment when completing assigned tasks and responsibilities.
Research Program Coordination: Coordinates all projects and timelines, ensuring that deadlines are met and timelines are adhered to. Develops, compiles, and collates information related to projects, and participates in the manuscript development and submission for publication. Coordinates research and administrative staffing meetings and conferences that include the investigators and statistical coordinator. Responsible for managing human resource functions within the research program. Supervises the completion and ensures the timeliness of all progress reports and administrative paperwork to maintain compliance with sponsor guidelines. Formulates recommendations to improve project administration. Serves as a resource for project databases and websites. Plans and organizes meetings and regular video conference calls.
Cancer Center Population Science Administration: Provides high-level assistance to the UFHCC Associate Director for Population Sciences in support of their responsibilities related to bringing together faculty conducting population, basic, and clinical cancer research; mentoring and supporting faculty members so that they compete successfully for extramural funding; and recruiting capable new investigators to the UFHCC programs under their oversight. Develops and coordinates a variety of academic activities, including annual retreats, multi-site conferences, interdisciplinary teaching sessions and local program meetings. Facilitates all meeting logistics including conference rooms, required set-ups, audio visual, display boards and catering needs. Serves as administrative contact for program meetings to ensure all elements run smoothly and all the details are properly managed. Troubleshoots as necessary to resolve any problems. Coordinates preparation and distribution of program announcements (paper and electronic) and materials including agendas and reference materials. Works closely with UFHCC Research Administration, participates in the compilation of data on unit-wide research funding and program membership management. Conducts research and prepares statistical reports for leadership review, as requested. Manages non-routine complex problems and inquiries. Is delegated to act on the Associate Director’s behalf, as required. Assists with grant submissions, in particular to the Associate Director’s contribution to the P30 Cancer Support Grant application.
As an integral member of the administrative team this position shall be responsible for maintenance of center’s data metrics and fulfillment of data requests from internal and external entities. These activities may involve designing and conducting surveys; requesting data from multiple sources and compiling it in a cohesive manner; querying various databases to compile reports and other tasks that require accuracy and attention to detail.
Responsible for communicating with applicants and awardees to impart information in a timely and professional manner; requesting progress reports and recording progress to track efficiency and maintaining up-to-date data on these programs. Coordinates and schedules project presentations. Actively participate in UFHCC-wide meetings, seminars, and conferences to include the annual Research Day Symposium, annual External Advisory Board meetings, NCI Site Visits, and other ad hoc special meetings.
Manages fiscal responsibilities for the research program, working with the program director. Performs post-award monthly independent analysis, including monitoring and evaluation of project expenditures from different accounts, and project fiscal compliance. Works closely with the UFHCC finance team on programmatically aligned expenses to maintain adherence with approved research program allocation. Reviews monthly project ledgers for salary distributions and accuracy of expenses incurred. Monitors administrative aspects of subcontracts. Works with principal investigator (PI) to ensure that spending is appropriated to the correct accounts. Monitors project deadlines and assist with the coordination and submission of quarterly/annual project reports. Formulates improvements to the fiscal organization and administration of the projects. Interprets federal and state laws, rules, regulations, University and department/college policies and procedures and ensures compliance.
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| Preferred: |
• Master’s degree preferred
• Significant experience in office workflow management at the senior level with excellent organizational skills and the ability to change priorities
• Experience working in an academic environment.
• Excellent oral and written communication skills.
• Ability to work in a self-directed manner, demonstrate initiative and maintain a high degree of accuracy and attention to detail.
• Proven ability to multitask and to manage multiple projects and deadlines.
• Experience with planning, executing and evaluating programs, meetings and conferences successfully, as well as budgeting
• Database management skills including the ability to create and query reports.
• Ability to gather, organize and maintain data and a proficiency in graphing, data-entry, spreadsheet, presentation software and other technical applications, as demonstrated by proficiency in Microsoft Office
• Experience working within the University of Florida academic system is a plus, but not required
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