Administrative Specialist II - Pediatric Child Health Research Institute

Classification Title:

Administrative Spec II

Classification Minimum Requirements:

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

experience.

Job Description:

The College of Medicine, Department of Pediatrics has a broad academic mission encompassing research,
patient care, clinical service contracts, and the education of residents, fellows, medical students, healthcare
professionals, graduate assistants, and postdoctoral associates.

This position provides high-level administrative support shared equally (50%/50%) between the Powell
Gene Therapy Center (PGTC) and the Center for Advanced Therapeutics (CAT), directly supporting the
Directors of both Centers. The role requires independent judgment, discretion, and proactive coordination
across complex research, clinical, and institutional activities.

Provides comprehensive, high-level administrative support to the Directors of the Powell Gene Therapy

Center and the Center for Advanced Therapeutics. Works closely with Center leadership, faculty, and staff

to ensure efficient daily operations of two large, multidisciplinary research centers.

Essential functions include, but are not limited to:

EXECUTIVE DIRECTOR SUPPORT

• Advanced calendar management for both PGTC and CAT Directors requiring prioritization, rapid response, and independent judgment

• Sets deadlines and assigns tasks that contribute to the overall function of both offices

• Flexible scheduling that may require availability outside standard business hours

• Comprehensive correspondence management including mail and packages for both Centers

• Executive-level decision making with minimal supervision, operating independently as a self-starter

• Confidential and non-routine administrative tasks requiring discretion and professional judgment

• Processing reimbursements and forwarding documentation to appropriate fiscal leadership for tracking

FINANCIAL MANAGEMENT

• Budget monitoring for both PGTC and CAT internal and sponsored budgets to ensure compliance

with use of funds

• Managing reconciliation of PCARD transactions in compliance with University and departmental policies

• Procurement management and serving as backup for ordering research and office supplies

• Travel financial coordination including preparation and processing of TA's, ER's, flights, lodging,

registration, and reimbursements

• Inventory, equipment, and facilities management for both PGTC and CAT

• Compliance interpretation ensuring adherence to University of Florida rules, national funding

agency regulations, and state funding agency rules

• Vendor payment processing in accordance with UF Finance and Administration guidelines

STRATEGIC COORDINATION & COMMUNICATION

• Primary administrative point of contact for PGTC and CAT, coordinating with Pediatrics divisions, UF Health, and central administrative offices

• Public relations and inter-departmental communication management

• Coordinating Directors' participation in institutional, national, and international committees, advisory boards, and collaborative initiatives

• Interpreting and ensuring compliance with relevant laws, rules, and policies while maintaining confidentiality

• Daily coordination with Pediatric Administration, IT Department, Payroll and Fiscal Offices

• Faculty, staff, and administration liaison within the Pediatrics department

• Confidential information management including HIPAA compliance and confidentiality statement adherence

STRATEGIC PROJECTS

• Participating in special projects and inter-departmental teams as needed to promote and advance the missions of PGTC and CAT

• Identifying opportunities to improve administrative workflows and implementing process improvements

• Creative problem-solving and leading teams to create better processes for assigned areas

COMMUNICATIONS & PRIMARY POINT OF CONTACT

• Serve as a primary administrative point of contact for both Centers

• Coordinate with Pediatrics divisions, UF Health, and central administrative offices

• Triage and respond to routine inquiries and requests

• Manage incoming/outgoing correspondence, mail, and packages for both Centers

• Maintain distribution, tracking, and timely delivery

MISCELLANEOUS DUTIES

• Other administrative duties as assigned in support of Center leadership and strategic initiatives

Expected Salary:

$60,000 - $70,000; commensurate within this range based on qualifications and experience

Required Qualifications:

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

experience.

Preferred Qualifications:

• Experience and knowledge using the University of Florida PeopleSoft system as it relates to payroll/personnel actions.
• Knowledge of the University classification and compensation system, leave policies and benefits.
• Knowledge of University rules, regulations, policies and procedures as they pertain to Faculty, TEAMS, USPS and OPS.
• Knowledge of UF rules & regulations, national funding agency, state funding agency rules and regulations.
• Very good communication skills both verbally and in writing, being punctual, self-motivated and independent worker.
• He or she should coordinate assigned tasks using critical thinking process and be able to find creative solutions to problems.
• Excellent interpersonal skills and demonstrated ability to work with others in a collaborative environment are extremely important.
• Ability to work independently, plan, organize, and coordinate work assignments.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to prepare reports and correspondence, develop and maintain forms, records, and files.

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