Administrative Coordinator - Jupiter, FL

Administrative Coordinator - Jupiter, FL Job no: 539149 Location: Palm Beach Classification Title: Lab Admin Coordinator II Classification Minimum Requirements: 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. Job Description: Assist with Grant Related Activities (Pre and Post award) such as grant preparation and grant management in conjunction with the Office of Sponsored Programs. Maintain current biosketches and other support documentation for Investigator(s), certify that all assurances and approvals are in place for any regulatory agencies, and ensure that publications are PMCID compliant. Maintain the busy calendar for the Principal Investigator, organize tele/videoconferences and meetings across multiple locations and time zones. Provide lab support: work with campus offices to prepare and submit purchase orders with Procurement, Payroll for timesheets, IT services for network and audio‑visual needs, Facilities and Resources for repairs, installations and engineering needs, and Environmental Health and Safety for lab member training and biosafety. Recruitment and Onboarding of New Hires: plan travel, agendas, lunches, and accommodations for job candidates; coordinate with Human Resources and the International Office on visa requirements to onboard new employees efficiently. Travel and Reimbursements: arrange and coordinate travel for the PI to scientific meetings, both domestic and international, and follow up on reimbursement status to ensure prompt completion. Seminars/Conferences: coordinate logistics of guest speakers to Institute‑wide events, including annual seminar series and conferences. Arrange conference room logistics, travel details, create agendas, advertise events, budget, cater, and process reimbursements. Perform other duties as assigned. Expected Salary: Commensurate with experience. Required Qualifications: 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. Preferred: None. Special Instructions to Applicants: 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 open until filled. Application review will begin March 20, 2026. This is a time‑limited position. The University of Florida is a member of the State University System of Florida and an Equal Opportunity Employer. All qualified applicants will receive consideration for employment based on merit. If an accommodation due to a disability is needed to apply for this position, please call View phone number on click.appcast.io or the Florida Relay System at View phone number on click.appcast.io (TDD) or visit Accessibility at UF. The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology #J-18808-Ljbffr