Administrative Spec II

Administrative Spec II

SHARC is recruiting an administrative specialist to help lead the day-to-day aspects of the Southern HIV & Alcohol Research Consortium (SHARC) Center and support the SHARC Center Director. The SHARC Research Center is located in the Department of Epidemiology, jointly situated in the College of Public Health and Health Professions (PHHP) and the College of Medicine (COM), at the University of Florida. Responsibilities include administrative activities related to finances, travel, scheduling, communication, event planning and writing and editing responsibilities. The person in this position will have supervisory responsibilities and must demonstrate effective problem solving, writing and communication skills. He or she should enjoy interacting with a diverse range of students, trainees, faculty, and community members. This position will be integrally involved with a talented team that crosses many scientific disciplines and will be expected to oversee a range of activities
Essential functions include:
Fiscal administration
Help to manage finances for the SHARC Center and the SHARC Center Director – work with the College of Public Health and Health Professions (PHHP) Grants Core, Department of Epidemiology Business Manager, SHARCs Director of Research Administration and UF Office of Research to request and complete purchases, orders and payment of invoices for the SHARC Center and its affiliated projects and funding sources. This will involve helping track different funding and completing the proper paperwork and processes involved. Oversee travel and expense reimbursement for the SHARC team. Make travel arrangements for faculty, staff and students involved with SHARC, including preparation and submission of travel authorizations, reimbursement vouchers and expense reimbursements.  Work with our Director of Research Administration and the UF financial team to set up new vendor agreements, receive vendor quotes and receive and review vender invoices. Help to monitor administrative aspects of subcontracts. Manage UF procurement card. Oversee all PCard transactions related to travel and center purchases. Make all purchases and order supplies for SHARC projects and personnel. Assist with asset management and placing orders for equipment and service items as needed. Work with PI and the PHHP grants core to ensure that spending is appropriated to the correct accounts. Work with PI and Department to ensure that payment distributions are allocated properly. Manage a center-specific budget.
Staff supervision and training
Supervise 1-2 part-time office staff in terms of distributing tasks, managing space, and approving hours. The incumbent will have discretion on how to distribute tasks among the staff, help provide them with feedback, and identify staffing needs and areas for growth. Prioritize assignments and messages based on urgency or deadlines and work cooperatively with SHARC-affiliated staff to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance. These staff will assist with PI’s calendar, travel documentation, manage Center’s website, social media, and help with seminars and annual conference, help with PI’s administrative tasks (e.g. letters, faxing, and shipping). Help to interview, select and train new SHARC staff and interns. Work with the Director and other staff to create and implement administrative policies.
Writing/editorial work
Assist Directors with the preparations of briefings, presentations, proposals, and responses. Produce SHARC communications for varied audiences on a range of platforms, including writing support for the SHARC website. Assist with updating information on the SHARC website, including both design and content. Help to complete required reports and paperwork related to our Center such as annual report. Produce SHARC communications for varied audiences on a range of platforms, including developing a weekly newsletter called SHARC BITES.
Administrative support for the SHARC Director
Serve as a first point of contact for the SHARC Center. Assist the director, when needed, with support related to his academic responsibilities, including managing his calendar, completing scheduling polls, drafting letters of recommendation, updating CV and biosketch, assisting with managing his teaching, service, and clinical activities, maintaining appropriate trainings and certifications, and other departmental activities. Greet, screen calls and provide information for those seeking an audience with the director. Assist the Director with preparations for briefings, presentations, grant submissions and related paperwork, journal manuscripts, and oral and poster presentations.
Administrative support for SHARC education programs and conference 
Help to invite speakers, establish semester calendar for speakers. Help to advertise seminars and track attendance. Once a year, help to plan and implement a larger conference that involves space, invitations, financial planning, abstract booklet, other handouts, managing day-to-day activities. Help to monitor a training document for persons seeking to do an internship with SHARC, and to ensure that the web site accurately describes the process to do an internship, volunteer, and/or join the SHARC Development program. Help to plan and organize meetings of SHARC Scientific Advisory Board, Community Advisory Board, and Executive Committee.  Help to connect SHARC with our national collaborators at NIH and several other institutions Help to coordinate research and administrative staffing meetings.  Communicate regularly with other key SHARC staff, including the Research Coordinator(s) and Statistical Coordinator(s).

$58,000 – $63,500 commensurate with education, skills, and experience

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

• Candidates should enjoy the atmosphere of an occasionally chaotic academic environment
• Positive and flexible attitude with excellent interpersonal skills is essential
• Ability to work independently and be a good problem-solver
• Previous experience with fiscal responsibilities such as travel reimbursements, Pcard reconciliation and   working with grant purchases
• Proficiency with Microsoft Office applications
• Experience working within the University of Florida academic system
• Experience in the conduct and management of human subjects research is a plus, but not required
• Excellent communication, organizational, and computer skills
• Experience drafting and designing content for multiple communication tools (newsletters, brochures, websites, social media etc.)
• Experience writing reports and other content
• Must be able to work independently, maintain confidentiality, and exercise good judgment
• Experience working in a research or academic setting desirable
• Willingness and ability to learn new tasks
• High level of attention to detail essential
• Must be able to interact with faculty, staff, and visitors – in person, via written communications, and on the telephone – with a high degree of professionalism
• Ability to communicate effectively with other team members, investigators, and students
• Excellent writing skills

In order to be considered, you must upload your resume cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This is a time-limited position.

This position may offer flexible work arrangements such as hybrid/remote work locations and/or schedules that fall outside of the unit’s normal business hours. 

The University of Florida is an equal opportunity/affirmative action employer and is committed to increasing the diversity of its faculty, staff and students.  We seek to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse people of Florida, to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives, and ways of knowing and learning.