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Administrative Specialist III - Research Hub

Classification Title Administrative Specialist III - Research Hub Classification Minimum Requirements Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience. Job Description Administrative <ul><li> Serve as a key liaison between faculty, division administrators, and central DOM HR regarding recruitment, hiring, salary considerations, and onboarding procedures.</li><li> Manage and lead complex human resources processes for faculty, TEAMS, and OPS recruitment within the Research Hub, ensuring documentation accuracy and compliance with UF, COM, and DOM HR policies.</li><li> Oversee preparation, review, and submission of Requests to Recruit/Hire, Personnel Transaction Forms (PTFs), job descriptions, and recruitment materials.</li><li> Handle confidential and non-routine administrative tasks with discretion; maintain confidentiality of sensitive information.</li><li> Facilitate onboarding and orientation of new research faculty and staff, coordinating across divisions and supporting a compliant transition process.</li><li> Interpret and apply university, state, and federal HR policies, procedures, and regulations; ensure departmental compliance and consistency of practices across research units. </li></ul>Process Improvement and Standards Development <ul><li> Develop, update, and disseminate standardized operational templates, mentor structures, and organizational guidance for use across DOM labs.</li><li> Identify and resolve discrepancies between internal DOM processes and external protocols, recommending improvements that enhance operational efficiency.</li><li> Support annual evaluation processes for Hub members by compiling, summarizing, and distributing required data and documentation. </li></ul>Procurement and Asset Tracking <ul><li> Serve as a central resource for major equipment and software procurements, including risk assessment coordination, approval facilitation, and maintenance agreement arrangements.</li><li> Maintain accurate records of large equipment and software purchases, as well as shared laboratory assets and responsible contacts.</li><li> Support lab transitions, relocations, and facility coordination activities to ensure proper documentation, tracking, and policy compliance. </li></ul>Communications and Reporting <ul><li> Serve as a point of contact for internal and external communications concerning research support activities and processes.</li><li> Prepare reports, presentations, and administrative summaries for leadership, faculty, and key stakeholders.</li><li> Maintain and update Research Hub resources, websites, SharePoint content, contact lists, and document archives. </li></ul>Special Projects and Other Duties <ul><li> Participate in special administrative projects, inter-departmental initiatives, and committees that advance the mission of the Research Hub.</li><li> Perform additional duties as assigned by the Research Hub Director or Administrator. </li></ul>Expected Salary $61,000 - 70,000/annually Required Qualifications Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience. Preferred <ul><li> Experience in a university or higher education setting.</li><li> Ability to design and implement standards and guidance documents and proven record implementing process improvement.</li><li> Ability to establish and maintain effective working relationships with others.</li><li> Ability to work independently, plan, organize, and coordinate work assignments.</li><li> Must be able to handle the pressures of a high-volume, multi-faceted job assignment where excellent customer service, attention to detail, accuracy, and timeliness are critical.</li><li> Ability to communicate effectively, both verbally and in writing.</li><li> Proficiency in Word, Excel, PowerPoint, and Outlook.</li><li> Knowledge of appropriate state of Florida/College of Medicine/University of Florida/Health Science Center rules and regulations. </li></ul>Special Instructions To Applicants In order to be considered, you must upload your cover letter and resume. This position is time-limited. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No

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