Administrative Specialist II Pediatric Cellular and Molecular Therapy (CMT)

Gainesville, FL - USA

Monthly Salary: Not Disclosed

Posted on: 5 days ago

Vacancies: 1 Vacancy

Job Summary

Classification Title:	Administrative Specialist II - Pediatric Cellular and Molecular Therapy (CMT)
Job Description:	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 chairs 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
Expected Salary:	$50000 - $58000; commensurate with education and experience.
Minimum Requirements:	Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications:	EDUCATION & TRAINING: None noted EXPERIENCE - Experience working with the myUFL system (essential) - Fiscal and grant experience - PeopleSoft experience KNOWLEDGE - Knowledge of the universitys policies and procedures (essential) - Familiarity with university management (essential) - Familiarity with basic accounting (essential) SKILLS - Good verbal and written communication skills - Good organizational development skills - Good management skills ABILITIES - Ability to plan organize and prioritize work assignments PHYSICAL QUALIFICATIONS: None OTHER QUALIFICATIONS - Comfortable working in an electronic environment (essential) - Works independently with minimal supervision - Works effectively as team member
Special Instructions to Applicants:	To be considered for this position please upload your cover letter or letter of interest resume and a list of professional references. This is a time-limited position. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:	No

Required Experience:

Classification Title:Administrative Specialist II - Pediatric Cellular and Molecular Therapy (CMT)Job Description: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 admin...

Classification Title:	Administrative Specialist II - Pediatric Cellular and Molecular Therapy (CMT)
Job Description:	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 chairs 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
Expected Salary:	$50000 - $58000; commensurate with education and experience.
Minimum Requirements:	Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.
Preferred Qualifications:	EDUCATION & TRAINING: None noted EXPERIENCE - Experience working with the myUFL system (essential) - Fiscal and grant experience - PeopleSoft experience KNOWLEDGE - Knowledge of the universitys policies and procedures (essential) - Familiarity with university management (essential) - Familiarity with basic accounting (essential) SKILLS - Good verbal and written communication skills - Good organizational development skills - Good management skills ABILITIES - Ability to plan organize and prioritize work assignments PHYSICAL QUALIFICATIONS: None OTHER QUALIFICATIONS - Comfortable working in an electronic environment (essential) - Works independently with minimal supervision - Works effectively as team member
Special Instructions to Applicants:	To be considered for this position please upload your cover letter or letter of interest resume and a list of professional references. This is a time-limited position. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:	No