Administrative Specialist II

Administrative Specialist II

Execute administrative functions for the UF Clinical and Translational Science Institute Director and Co-Director of the Preston A. Wells, Jr. Center for Brain Tumor Therapy, including, but not limited to:

• Maintains Director’s calendar by planning and scheduling meetings, conferences, teleconferences and travel. Responsible for arranging/setting-up meeting rooms, catering and clean-up following meetings.
• Responsible for receiving and reviewing all incoming written communications addressed to the Director. Assists with preparing correspondence and responses, many of which involve confidential, complex, and sensitive issues. Screens telephone calls and answers questions that involve interpretation of policies and procedures and provide routine information to callers. Determines when it is appropriate to refer callers to another party for a response to their inquiry.
• Assists in preparation of reports and proposals as requested. Completes assigned projects either directly or through delegation and is responsible for following up on results.
• Creates and maintains administrative filing systems and workflow and maintains confidence and protects operations by keeping information confidential including private health information, intellectual property and confidentiality agreements.
• Responsible for scheduling and coordinating all travel arrangements and necessary travel authorizations for the Director. Responsible for coordinating travel arrangements, registrations, and reimbursements. Ensures coordination with department fiscal team to ensure UF and department policies and procedures for travel and expense are followed.

Assists with the planning and execution of programs critical to the clinical, research, and education missions of the Wells Brain Tumor Center including, but not limited to:

Responsible for coordination of visitation by colleagues, patients, and their families, answers and direct inquiries. Includes:

• Schedules flights, hotels, local transportation and meals.
• Schedules meetings with Neurosurgery, College of Medicine, CTSI and UFHCC Leadership.
• Coordinates/facilitates facility tours
• Prepares and disseminates agendas

Coordinates social/education activities for the Preston A. Wells, Jr. Center for Brain Tumor Therapy including research seminars, faculty meetings, and social events. Includes:

• Event budget development
• Secures meeting space and lodging
• Develops event material and advertises for the event via signage, social media, etc.
• Processes expense reimbursements and final financial reporting in accordance with UF Finance and Department regulations
• Interacts with development office of the medical center to plan and coordinate fundraising events in support of the brain tumor center

Expense Tracking

• Provides back-up documentation to the administration office for catering and Pcard purchases
• Gathers back-up documentation for travel expense reimbursement for submission to the administrative office
• Ensures compliance with university travel policy and procedure
• Tracks reimbursement requests

Coordinate Social/Education Activities for UFBTIP

• Develops and maintains the social media network (Facebook, Twitter, Department Website, etc.) for Wells BTC. Develops content and updates social media postings.
• Acts as a liaison with UF Health Marketing on maintaining up to date marketing material for Wells BTC social media and associated websites.

Assists CTSI leadership and administrative team as directed.

$45,600 - $60,000

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

• Previous administrative support duties
• Detail oriented
• High level of organization
• Proficient in Microsoft Outlook, Word, and Excel

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.