Administrative Assistant II

Posted: 06/30/2024

JOB DESCRIPTION:                            

  • Administer scheduling and appointments for PI(s), which includes the coordination of meetings spanning various locations and time zones.
  • Arrange regular laboratory meetings.
  • Plan travel logistics for PI(s) and lab personnel attending scientific conferences, both domestically and internationally, and initiate the reimbursement process.
  • Collaborate on event coordination and special administrative projects, including faculty recruitment, departmental seminar series, institutional seminars.
  • Oversee fiscal and human resources duties for the Principal Investigators (PIs) and their associated laboratories. This entails processing reimbursements and invoices, as well as budget monitoring and processing revisions.
  • Aide in the recruitment and onboarding of new employees by working closely with the HR department and, when necessary, liaising with the International Office for visa-related concerns.
  • Assist with the operation of laboratory functions, encompassing activities such as procurement, payroll coordination, IT service management, facility upkeep, and the facilitation of biosafety training.
  • Update or contribute to the development of websites as needed.
  • Liaise with pre-award department to collect and organize information for grant proposals or reports.
  • Manage logistical arrangements for guest speakers and events, overseeing travel coordination and securing catering, conference room bookings.
  • Support the recruitment and onboarding of new personnel, including the planning of travel and accommodation as necessary.
  • Other duties as assigned.
Commensurate with experience.
High school diploma or equivalent and four years of relevant experience.
  • High level administrative support experience.
  • Excellent verbal and written communication skills.
In order 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 DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.
This position is open until filled. Application review will begin July 9,2024.
To apply for this position, visit https://jobs.ufl.edu/ Job number for this vacancy is <532191> and the deadline date to apply is <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.
REQ # 532191

The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology
Human Resources