Administrative Specialist III

Classification Title:

Administrative Specialist III

Classification Minimum Requirements:

Bachelor’s degree and five years of experience or an equivalent combination of education and experience.

Job Description:

The Administrative Specialist III described herein provides administrative support to the Assistant Vice President for Research and coordinates various administrative activities within the University of Florida’s Preston A. Wells, Jr. Brain Tumor Therapy Center and clinical and Translational Sciences Institute.

About this role:

Administrative functions for the Assistant Vice President for Research, including, but not limited to:

• Leads and oversees administrative processes and special projects on behalf of the Assistant Vice President for Research, coordinating timelines, delegating tasks when appropriate, and ensuring deliverables are completed accurately and on schedule.
• Serves as the primary process owner for complex administrative workflows, identifying bottlenecks, implementing improvements, and ensuring ongoing efficiency and compliance.
• Manages cross-functional administrative initiatives involving Neurosurgery, CTSI, and UF Health Cancer Center partners, ensuring alignment and follow-through.
• Maintains the complex calendar for the Assistant Vice President by planning and scheduling meetings,
  conferences, teleconferences, and travel. Responsible for arranging/setting up meeting rooms, catering, and cleaning up following meetings.
• Responsible for receiving and reviewing all incoming written communications addressed to the Assistant Vice President. Prepares correspondence and responses, many of which involve confidential, complex, and sensitive issues. Screens telephone calls and answers questions that involve the interpretation of policies and procedures and provides routine information to callers. Determines when it is appropriate to refer callers to another party for a response to their inquiry.
• Prepares with minimal support in the preparation of reports and proposals as requested. Completes assigned projects either directly or through delegation and is responsible for following up on results.
• Creates and maintains administrative filing systems and workflow, and maintains confidence and protects
  operations by keeping information confidential, including private health information, intellectual property, and confidentiality agreements.
• Schedules and coordinates all travel arrangements, registrations, reimbursements, and necessary authorizations for the Assistant Vice President, ensuring compliance with institutional policies and procedures.

Expense Tracking

• Ensures coordination with the department fiscal team to ensure UF and department policies and procedures for travel and expense are followed.
• Provides supporting documentation to the administrative office for catering and P-card purchases. Collects and organizes back-up documentation for travel expense reimbursements for timely submission.
• Leads project planning workflows for clinical research and educational initiative-related events, including timeline development, task assignment, risk mitigation, and coordination with internal and external stakeholders.
• Serves as project lead for high-profile visitor itineraries, coordinating all logistics and ensuring seamless execution across multiple departments.
• Ensures adherence to university travel policies and procedures and follows up on any discrepancies.
• Monitors and tracks reimbursement requests, maintaining accurate records and timely updates for the Assistant Vice President and the administrative office.

Planning and execution of programs critical to the clinical research and education missions 

• Visitation Coordination: Responsible for organizing and managing visits from colleagues, patients, and their families, providing guidance and responding to inquiries.
• Serves as a project lead for high-profile visitor itineraries, coordinating all logistics and ensuring seamless
  execution across multiple departments.
• Schedules flights, hotels, local transportation, and meals.
• Coordinates meetings with Neurosurgery, College of Medicine, CTSI, and UFHCC leadership.
• Arranges and facilitates facility tours.
• Prepares and disseminates agendas and relevant materials.

Event and Activity Coordination

• Plans and manages social and educational activities, including research seminars, faculty meetings, and social events.
• Leads project planning workflows for clinical research and education initiative-related events, including timeline.
• Development, task assignment, risk mitigation, and coordination with internal and external stakeholders.
• Assists with event logist