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Administrative Specialist II

University of Florida
Florida, United States
Salary Not Specified
Posted date
Sep 17, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Grants & Contracts
Employment Level
Employment Type
Full Time
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Classification Title: Administrative Specialist II Job Description:

This position will serve as an Assistant Project Manager of the Administrative Coordinating Center (ACC) for multi-center clinical trials. In this role, the Assistant Project Manager will work closely with and assist the administrative coordinating center team to monitor and coordinate these program activities and deliverables. This is a highly public position, which will interact directly with a large number of individuals from funding agencies, regulatory entities, faculty and staff members from collaborating universities and sites, and other outside professional consultants. The role requires a high level of tact and diplomacy as well as clear and concise communication skills. Additionally the position requires ability to work in a team environment, and strong planning, multitasking, and problem solving skills to navigate the many aspects of managing multiple large, multi-center clinical trials.

  • Organizes multi-center study meetings, both in person and by telephone/web conference; works in conjunction with Committee chairs in the development of meeting agendas; prepares and distributes accurate and detailed meeting minutes; ensures information dissemination among centers and efficient communication and distribution of study notifications and information; manages continual development of the web-based tracking and monitoring system to meet the overall study needs, which include posting meeting minutes, progress reports, Data Safety Monitoring Board recommendations, and other study tools and materials.
  • Tracks and facilitates review, approval, and progress of study related ancillary studies as well as study related presentations and publications, which includes working with website programming team to develop tracking systems based on study needs, conducting administrative reviews of submitted proposals, and distribution of proposals for review by relevant study committees and oversight groups; tracking and reporting of progress of ancillary studies and study publications.
  • Assists ACC Project Manager to ensure compliance with safety of human subjects, which includes the implementation of safety notification systems; coordination and submission of central and local IRB applications; monitoring compliance with protocol, contract, and state, federal, College of Medicine and University of Florida regulations and guidelines; monitoring field center compliance with human subject protection and study specific training requirements; and ensuring that all technical requirements of the funding agency are met, including auditing and reporting.
  • Coordinates the preparation and issuing of communications; distribution of study materials and/or shipment of equipment to centers; coordinates the purchases of study related services, equipment, and supplies from outside central vendors, including monitoring of vendor contracts and submission and reconciliation of vendor payments; coordinates and arranges travel for study investigators and staff, including submission of travel authorizations and travel expense reimbursements.
  • Performs other related duties incidental to the work described herein.
Expected Salary:

$56,500 - $61,500; commensurate with education and experience.

Minimum Requirements:

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

Preferred Qualifications:
  • Experience with functioning well within a diverse team.
  • Ideal candidate is able to organize, plan, prioritize, and anticipate potential problems/challenges, be flexible to changing needs and priorities, be attentive to detail, and able to tackle challenges with initiative and effective problem solving skills.
  • Microsoft Office and Adobe proficiency is required and demonstration of these proficiencies will be evaluated. Positive communication skills are essential, in particular ability to develop clear and concise written communications targeted to a variety of audiences is needed.
  • The role requires a high level of tact and diplomacy, ability to make correct judgment calls as well as clear and concise communication skills.
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume, and the contact information for a minimum of three professional references.

The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This is a time limited position.

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

Health Assessment Required: No

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