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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.
Personnel and Administrative Support
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. Responsibilities include
coordinating faculty and staff absences and leave, approving staff time, and entering 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.
Non-Grant Administration Fiscal Support
Keeps track of residual, overhead accounts, and the chair’s commitments for the Division of Cellular &
Molecular Therapy. Keeps a log of all accounts; tracks spending and balances. Assures that spending is
conducted in a timely manner and that it does not exceed allowable budgeted amounts. Assists the PI with
purchases from the indirect and commitment dollars; monitor the balances.
Grant Administration Fiscal Support
Monitors assigned grant projects within Division of Cellular & Molecular Therapy and follows procedures
related to the funding source. For example, monitors the daily project activities for the contract or grant by
checking the balances in the various categories of expenditure as awarded by the granting agency,
monitors expenditures for compliance with cost accounting standards and accesses the need for and
authorizes re-budgeting of funds to different categories for the proper and timely progress of the research
project. Monitors accounts to ensure expenditures are appropriate and balances are correct. Prepares
cost transfers (as necessary) to properly charge/refund research projects. Monitors revenue and
receivables. Ensures expenditures and charges are completed on a timely basis to ensure accounts are
closed out as required.
Miscellaneous Activities
Completing tasks as assigned to achieve programmatic objectives; Satisfying annual competencies as
required by the University of Florida and other governing bodies; participating in professional development
and continuing education. Other duties as designated by Chief and Assistant Director.
PHYSICAL, MENTAL, & ENVIRONMENTAL FACTORS
- Works independently, multi-tasks, and attends to details with a high level of quality at all times
- Exercises exceptionally good judgment
- Works well with others
- Meets or exceed the high standards for administrative staff in personal and professional integrity
- No health requirements
MACHINES AND EQUIPMENT USED REGULARLY
- Computer
- Telephone
- Facsimile machine
- Copier
OTHER
- The College of Medicine (COM), Department of Pediatrics has diverse academic missions including
research, patient care, clinical service contracts, and the medical education of residents, fellows, medical
students, healthcare professionals, graduate assistants, and post doctorate associates in the research
arena
- Criminal background check required
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