Administrative Coordinator - Jupiter, Fl

University Of Florida; Gold Coast City; On-site; AUD 60,000 - 80,000; Full time

Job summary

University of Florida is seeking a Lab Admin Coordinator II to provide administrative support for multiple supervisors, including Principal Investigators, and to assist with grant preparation, manuscript efforts, and travel reimbursements.

The role requires discretion with confidential matters and involves coordinating lab activities, onboarding new hires, and organizing seminars and interdepartmental communications.

Qualifications

• Administrative professionals perform support activities for multiple supervisors, including PIs.
• Sensitivity and discretion in handling confidential matters is essential.

Responsibilities

• Assist with grant-related activities (pre and post award) and maintain biosketches and other support documents.
• Coordinate PI calendar, tele/videoconferences, and meetings across locations and time zones.
• Lab support: liaise with Procurement, Payroll, IT, Facilities, and EH&S for training and biosafety as needed.
• Plan travel, agendas, and accommodations for candidates; work with HR and International Office for visa requirements.
• Arrange travel for PI to meetings and manage reimbursements.
• Coordinate logistics for seminars and conferences, including venue, catering, and agendas.
• Perform other duties as assigned.

Skills

Administrative experience

Education

High school diploma or equivalent; coursework or vocational training may substitute

Job description

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

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. An administrative Coordinator is an integral part of our research team. This full-time role will require assistance with grant preparation and submission (training will be provided to the selected candidate), 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.

• 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), 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.
• Calendar and appointments for PI: Maintain busy calendar for PI, organize tele/videoconferences and meetings between multiple locations, time zones and/or groups.
• Lab Support: Work with various offices on campus, such as: 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, lunches, 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.
• 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 and reimbursement.
• 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

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.

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.

If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

Health Assessment Required

No.