Administrative Specialist III - Research Hub

Classification

Title:

Administrative Specialist III - Research Hub

Classification

Minimum Requirements:

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

Job Description:

Administrative

* Serve as a key liaison between faculty, division administrators, and central DOM HR regarding recruitment, hiring, salary considerations, and onboarding procedures.

* Manage and lead complex human resources processes for faculty, TEAMS, and OPS recruitment within the Research Hub, ensuring documentation accuracy and compliance with UF, COM, and DOM HR policies.

* Oversee preparation, review, and submission of Requests to Recruit/Hire, Personnel Transaction Forms (PTFs), job descriptions, and recruitment materials.

* Handle confidential and non-routine administrative tasks with discretion; maintain confidentiality of sensitive information.

* Facilitate onboarding and orientation of new research faculty and staff, coordinating across divisions and supporting a compliant transition process.

* Interpret and apply university, state, and federal HR policies, procedures, and regulations; ensure departmental compliance and consistency of practices across research units.

Process Improvement and Standards Development

* Develop, update, and disseminate standardized operational templates, mentor structures, and organizational guidance for use across DOM labs.

* Identify and resolve discrepancies between internal DOM processes and external protocols, recommending improvements that enhance operational efficiency.

* Support annual evaluation processes for Hub members by compiling, summarizing, and distributing required data and documentation.

Procurement and Asset Tracking

* Serve as a central resource for major equipment and software procurements, including risk assessment coordination, approval facilitation, and maintenance agreement arrangements.

* Maintain accurate records of large equipment and software purchases, as well as shared laboratory assets and responsible contacts.

* Support lab transitions, relocations, and facility coordination activities to ensure proper documentation, tracking, and policy compliance.

Communications and Reporting

* Serve as a point of contact for internal and external communications concerning research support activities and processes.

* Prepare reports, presentations, and administrative summaries for leadership, faculty, and key stakeholders.

* Maintain and update Research Hub resources, websites, SharePoint content, contact lists, and document archives.

Special Projects and Other Duties

* Participate in special administrative projects, inter-departmental initiatives, and committees that advance the mission of the Research Hub.

* Perform additional duties as assigned by the Research Hub Director or Administrator.