Administrative Spec II

Administrative Spec II

This employee will provide comprehensive administrative and logistical assistance for three MBI research collaboratives, including the development and facilitation of a wide variety of programmatic activities. This individual will assist in scheduling meetings, preparing agendas, taking minutes, distributing materials, and following up on action items. The incumbent will assist with the development and formatting of reports and presentations for research collaboratives, including publication and funding data. The incumbent will maintain task management spreadsheets and records, ensuring accuracy, organization, and accessibility of information. Reporting to the Assistant Director of Research Administration, this individual will offer support to the Senior Leadership team in the development of programs and initiatives, including the coordination of large collaborative grants, funding proposals, trainee programs, and research events/seminars.
 
This employee will schedule and coordinate meetings, and assist in planning, organizing, and executing MBI community and external events. Duties will include coordination of logistics, invitations, venue arrangements, catering, and follow-up activities. The incumbent will ensure that all pertinent UF and state rules and regulations are followed (e.g., alcohol policies, maintenance requirements, business expenditures) and will work with the MBI Communications Team to ensure appropriate promotion of events.
This employee will assist on special projects or assignments as assigned by the Assistant Director or other MBI Leadership team members. These include but are not limited to providing administrative support for the Gator NeuroScholars program (e.g., developing draft brochures, tracking publications), monitoring the MBI website for new members, developing creative community outreach activities, and assisting with strategic planning activities.
This employee will work with the MBI Operations & Communications Teams to manage and maintain MBI member listservs and approve internal communications.
This employee will prepare financial documents (receipts, invoices) for reimbursement related to MBI events and programmatic activities.

$55,000- $60,000

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

Strong written and oral communication skills.

Excellent organizational skills, including experience with task management tools and cloud-based document sharing.

Ability to interact with a variety of stakeholders in a positive and effective manner to establish and maintain effective working relationships.

Experience working in a research-oriented academic setting, including familiarity with PubMed, NIH Reporter, and other related databases. 

Creative problem-solver with a willingness to learn.

Working knowledge of People Soft, MyInvestigator, and UFGO.

Skilled in the use of standard office applications/equipment, including MS Word, MS Excel, Canva, Zoom, TEAMS, and ChatGPT.

Skilled in planning a variety of programs/events for target audiences.

Flexibility to assist with events not held during traditional work hours.

Please upload the following – CV or Resume, Cover Letter and List of Professional References.

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

This position has been reposted. Previous applicants are still under consideration and need not reapply.