Administrative Coordinator - Jupiter, FL

University of Florida; Gainesville (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

A public educational institution in Florida seeks an Administrative Coordinator to support academic and research activities. This full-time role involves assisting with grant preparation, coordinating calendars, and ensuring smooth lab operations. Candidates must possess a high school diploma and three years of relevant experience. Strong communication skills and attention to detail are essential. The position is time-limited, and the application review begins on March 20, 2026.

Qualifications

• Three years of relevant experience in an administrative role.
• Ability to manage multiple calendars and prioritize tasks effectively.
• Familiarity with grant preparation and management processes.

Responsibilities

• Assist with grant-related activities and maintain current documentation.
• Coordinate calendars and appointments for Principal Investigator.
• Support lab operations by working with various campus offices.
• Plan onboarding travel and logistics for new hires.
• Arrange travel for Principal Investigator to scientific meetings.
• Coordinate event logistics for seminars and conferences.

Skills

Administrative support

Communication skills

Grant management

Event coordination

Budgeting / reconciliation

Effective communication

Education

High school diploma or equivalent

Job description

Administrative Coordinator - Jupiter, FL

Job No: 539149

Work Type: Full Time

Location: Palm Beach

Categories: Office/Administrative/Fiscal Support, Grant or Research Administration

Department: 37020000 - SR-SUPPORT UNITS

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: 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. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. 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.

To apply, visit https://explore.jobs.ufl.edu/en-us/job/539149

Our Commitment: The University of Florida is an Equal Employment Opportunity Employer.