To varying degrees, Administrative Professionals under Research & Academic Affairs perform administrative support activities for multiple supervisors, typically Principal Investigators, as well as for members of their laboratories. A Laboratory Administrative Coordinator is an integral part of our research team. This role will require grant preparation, assistance with manuscript preparation and submission, performance of account reconciliations, making travel arrangements and submitting expenses for reimbursement, interaction, and communication with all other departments, including Faculty, Graduate Studies, Research Services, Support Services, Human Resources, the library, and the offices that comprise each of these divisions. Sensitivity and discretion in dealing with confidential matters is an essential element of this position.
RESPONSIBILITIES AND DUTIES:
- Grant Preparation: Work with PI(s) and PreAward in the Office of Sponsored Programs to assemble and submit grant applications in a timely and thorough manner. Work with subcontractor(s) to obtain all required compliance documentation ensuring that deadlines are maintained for successful submission, and completion of progress reports.
- Grant Management: In conjunction with the PostAward division of the Office of Sponsored Programs, responsible for systematic monitoring of awards utilizing reports and spreadsheets. Management of appropriate spending and carry forward dollars from grants, including fellowship and postdoctoral awards, reimbursements and rebudgets. Responsible for maintaining compliant effort reporting for PI(s) and personnel.
- Grant Related Activities: Maintain current biosketches and other support documentation for Investigator(s), as well as certifying that all assurances and approvals are in place for any regulatory agencies, as needed for annual progress reports. This requires familiarity with the policies and practices related to ensuring publications are PMCID compliant.
- Lab Support: Work with various offices on campus, to include preparation and submission of POs for lab ordering with Procurement; Payroll department and completion of timesheets; working with IT services/Telecom for network and audio-visual needs; working with Facilities and Resources for repairs, installations, engineering needs; and scheduling with Environmental Health and Safety for lab member training and biosafety.
- Recruitment and Onboarding New Hires: Planning travel, agendas, and accommodations for job candidates. Working closely with Human Resources, and, if necessary, the International Office for visa requirements to onboard new employees in a timely and efficient manner.
- Calendar and appointments for PI(s): Maintain busy calendar for PI(s), organize tele/videoconferences and meetings between multiple locations, time zones and/or groups.
- Travel and Reimbursements: Arrange and coordinate travel for PI to scientific meetings, both domestic and international. Submit and follow up on status, to ensure that reimbursements are completed promptly.
- Seminars/Conferences: Coordinate logistics of guest speakers to Institute-wide events, such as annual seminar series and/or annual conferences. This would include arranging conference room logistics, travel details, creating an agenda for meetings with Faculty, advertisement of the event, budgeting, catering, reimbursement, etc.
- Details of established essential functions for this position will be addressed/discussed during the interview process.
- Perform all other duties assigned.
Commensurate with experience
High school diploma or equivalent and three years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
SPECIAL INSTRUCTIONS TO APPLIANTS:
To be considered, you must upload your cover letter and resume.
Please provide names and email addresses of three to five references as part of the application process. When ready, the hiring department will contact the listed references via email requesting their reference letters to be uploaded directly to the application website.
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.
The requisition will be used to fill multiple positions.
This position is open until filled. Application review will begin immediately.
This is a time-limited position.
To apply for this position, visit https://jobs.ufl.edu/ Job number for this vacancy is <526748> and the deadline date to apply is <open until filled>. If accommodation due to a disability is needed to apply for this position, please call (352) 392-2HRS or the Florida Relay System at (800) 955-8771 (TDD).
The University of Florida is an equal Opportunity Employer dedicated to building a broadly diverse and inclusive faculty and staff. The University of Florida invites all qualified applicants, including minorities, women, veterans, and individuals with disabilities. The University of Florida is a public institution and subject to all requirements under the Florida Sunshine and Public Records laws.