Administrative Coordinator - Jupiter, Fl

University Of Florida; Sydney; On-site; AUD 59,000 - 91,000; Full time

Job summary

University of Florida is seeking an Administrative Coordinator to support multiple supervisors and laboratories. The role includes grant preparation, manuscript submission, travel arrangements, and interdepartmental communications.

The position requires a high school diploma and at least three years of relevant experience, with potential substitutions through college coursework or vocational training. This time-limited, full-time role emphasizes discretion with confidential information.

Qualifications

• High school diploma or equivalent and three years of relevant experience.
• A college coursework or vocational training may substitute at an equivalent rate for the required experience.

Responsibilities

• Assist with grant-related activities (pre- and post-award) and ensure PMCID compliance.
• Manage PI calendars and coordinate teleconferences and meetings across locations and time zones.
• Provide lab support, including procurement, payroll, IT/network, facilities, and biosafety coordination.
• Support recruitment and onboarding of new hires, including visa coordination if needed.
• Coordinate travel for PI to meetings and process reimbursements promptly.
• Arrange seminars and conferences, including logistics, budgeting, and event promotion.
• Perform other duties as assigned.

Education

High school diploma or equivalent

Job description

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.

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.

This position is open until filled. Application review will begin July 8, 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.

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 or the Florida Relay System at (TDD) or visit Accessibility at UF .

Health Assessment Required: No.