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Lab Admin Coordinator II- Jupiter, FL
University of Florida in West Palm Beach, Florida
Date Posted 05/18/2022
Admin-Laboratory and Research
Employment Type
Application Deadline Open until filled

Classification Title:

Lab Admin Coordinator II

Job Description:
To varying degrees, Administrative Professionals under Research & Academic Affairs perform administrative support activities for multiple supervisors, typically Principal Investigators, as well as for members of their laboratories. A Laboratory Administrative Coordinator is an integral part of the research team at Scripps Research. This role will require knowledge, interaction and communication with each division of Scripps Research from Faculty, Graduate Studies, Research Services, Support Services, Human Resources, the Kresge Library and the offices that comprise each of these divisions. Sensitivity and discretion in dealing with confidential matters is an essential element of this position.
  • Grant Preparation. Work with PI and PreAward in the Office of Sponsored Programs to assemble and submit grant applications in a timely and thorough manner. Work with subcontractor(s) to obtain all required compliance documentation ensuring that deadlines are maintained for successful submission, and completion of progress reports.
  • Grant Management. In conjunction with the PostAward division of the Office of Sponsored Programs, responsible for systematic monitoring of awards utilizing reports and spreadsheets. Management of appropriate spending and carryforward dollars from grants, including fellowship and postdoctoral awards, reimbursements and rebudgets. Responsible for maintaining compliant effort reporting for PI and personnel.
  • Grant Related Activities. Maintain current biosketches and other support documentation for Investigator(s), as well as certifying that all assurances and approvals are in place for any regulatory agencies, as needed for annual progress reports. This requires familiarity with the policies and practices related to ensuring publications are PMCID compliant.
  • Lab Support. Work with various offices on campus, such as: preparation and submission of POs for lab ordering with Procurement, Payroll department and completion of timesheets, working with IT services/Telecom for network and audio visual needs, working with Facilities and Resources for repairs, installations, engineering needs, and scheduling with Environmental Health and Safety for lab member training and biosafety.
  • Recruitment and Onboarding New Hires. Planning travel, agendas, lunches, and accommodations for job candidates. Working closely with Human Resources, and, if necessary, the International Office for visa requirements to onboard new employees in a timely and efficient manner.
  • Calendar and appointments for PI. Maintain busy calendar for PI, organize tele/videoconferences and meetings between multiple locations, time zones and/or groups.
  • Travel and Reimbursements. Arrange and coordinate travel for PI to scientific meetings, both domestic and international. Submit and follow up on status, to ensure that reimbursements are completed promptly.
  • Seminars/Conferences. Coordinate logistics of guest speakers to Institute-wide events, such as annual seminar series and/or annual conferences. This would include arranging conference room logistics, travel details, creating an agenda for meetings with Faculty, advertisement of the event, budgeting, catering, reimbursement, etc.
  • Details of established essential functions for this position will be addressed/discussed during the interview process.
Expected Salary:

Commensurate with experience.

Minimum Requirements:
  • High school diploma or equivalent (GED).
  • Minimum three years directly related experience as an administrative assistant in an environment such as medical, research, educational or legal where duties included preparing detailed and specific forms (i.e. grants, contracts, legal documents)
  • Team player - ability to work with others of diverse backgrounds, as well as willing to step in and offer assistance without prompting
  • Willingness to learn - adaptable and capable of learning new skills.
  • Adept in use of technology - familiar with Microsoft Office software, such as Excel, Word, PowerPoint, Outlook, as well as Adobe products.
  • Financial/Accounting skills - ability to understand and make purchasing and hiring decisions based on financial reports.
  • Strong verbal and written communication skills - handling incoming correspondence in a timely and professional manner, with a friendly and positive attitude.
  • Organization - strong organization skills needed to keep yourself, as well as the lab(s) organized. This includes coordinating group schedules, events, and files in addition to the PI and/or lab members documents.
  • Time management - excellent time management is crucial and, as the main resource for your team, you need to accurately plan your tasks and the time they will take.
  • Strategic planning - must be able to prioritize your tasks in order of importance or plan out processes for the entire office to follow.
  • Resourcefulness - be resourceful in getting tasks done, through multi-tasking and creative thinking skills.
  • Detail oriented - handle communications effectively with thought toward outcome and process, to ensure that your work is accurate and trustworthy.
  • Anticipating the need of others - the ability to anticipate needs and complete important tasks without necessitating reminders. Taking the initiative to support the PI and their lab members.
Preferred Qualifications:  
Special Instructions to Applicants:

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

Please provide names and email addresses of three to five references as part of the application process. When ready, the hiring department will contact the listed references via email requesting their reference letters to be uploaded directly to the application website.

This position is open until filled.  Application review will begin May 3, 2022.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page  for more specific information.

This is a time-limited position.

Health Assessment Required: No


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