University of Florida · 3 weeks ago
Administrative Specialist III-Department of Neurosurgery-Brain Tumor Center
Gainesville, FL
Full-time
Onsite
Mid, Senior Level
$53K/yr - $61K/yr
5+ years expThe University of Florida is seeking an Administrative Specialist III for the Department of Neurosurgery's Brain Tumor Center. This role involves managing the Assistant Vice President for Research's calendar, coordinating travel arrangements, and facilitating various administrative functions to support clinical research and education missions.
Higher Education
Responsibilities
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 clean-up following meetings
Responsible for receiving and reviewing all incoming written communications addressed to the Assistant Vice President
Assists with preparing 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
Assists 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
Responsible for scheduling and coordinating all travel arrangements, registrations, reimbursements, and any necessary travel authorizations for the Assistant Vice President
Ensures coordination with the department fiscal team to ensure UF and department policies and procedures for travel and expense are followed
Provides back-up documentation to the administration office for catering and P-card purchases
Gathers back-up documentation for travel expense reimbursement for submission to the administrative office
Ensures compliance with university travel policies and procedures
Tracks reimbursement requests
Responsible for the coordination of visitation by colleagues as well as patients and their families, answers and directs inquiries
Schedules flights, hotels, local transportation, and meals
Schedules meetings with Neurosurgery, College of Medicine, CTSI, and UFHCC Leadership
Coordinates/facilitates facility tours
Prepares and disseminates agendas
Coordinates social/educational activities, including research seminars, faculty meetings, and social events
Develops event budget and secures meeting space and lodging
Develops event material and advertises for the event via signage, social media, etc
Processes expense reimbursements and final financial reporting in accordance with UF Finance and Department regulations
Interacts with the Development Office of the medical center to plan and coordinate fundraising events in support of the Brain Tumor Center
Develops and maintains the social media network (Facebook, Twitter, LinkedIn, etc.) for the Assistant Vice President for Research
Develops content and updates social media postings
Acts as liaison with UF Health marketing on maintaining up-to-date marketing materials for the Wells Brain Tumor Center and CTSI social media and associated websites
Qualification
Required
Bachelor's degree and five years of experience or an equivalent combination of education and experience
Preferred
High-level organizational skills
Experience supporting high-level executives
Experience working with medical and research professionals
Ability to effectively communicate information through written and verbal interaction
Proficient in Microsoft Outlook, Word and Excel
Company
University of Florida
University of Florida is a public land-grant research university in Gainesville, Florida.
10001+ employees
H1B Sponsorship
University of Florida has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (388)
2024 (307)
2023 (278)
2022 (282)
2021 (169)
2020 (162)
Funding
Current Stage
Late StageTotal Funding
$6.83MKey Investors
Align TechnologyUS Department of EnergyNFWF
2025-06-02Grant
2024-09-17Grant· $2M
2024-09-10Grant· $0.18M
Leadership Team
Sri Kalyanaraman
Co-founder, VR for the Social Good Initiative
Chris Cowen
Senior Vice President and Chief Financial Officer
Recent News
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