Administrative Coordinator - Jupiter, FL

 Administrative Coordinator - Jupiter, FL 

Job no: 

539149 

Work type: 

Staff Full-Time 

Location: 

Palm Beach 

Categories: 

Office/Administrative/Fiscal Support, Grant or Research
Administration 

Department: 

37020000 - SR-SUPPORT UNITS 

Classification Title:  

Lab Admin Coordinator II 

Classification Minimum Requirements:  

High school diploma or equivalent and three years of
relevant experience. Appropriate college coursework or vocational/technical
training may substitute at an equivalent rate for the required experience. 

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. An administrative Coordinator is an integral part of our
research team. This full-time role will require assistance with grant
preparation and submission (training will be provided to the selected
candidate), manuscript preparation and submission, performance of account reconciliations,
making travel arrangements and submitting expenses for reimbursement,
interaction and communication with all other departments, including Faculty,
Graduate Studies, Research Services, Support Services, Human Resources, the
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. 

Assist with Grant Related Activities (Pre and Post award)
such as grant preparation and grant management in conjunction with the Office
of Sponsored Programs. 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. 

Calendar and appointments for PI: Maintain busy calendar for
PI, organize tele/videoconferences and meetings between multiple locations,
time zones and/or groups. 

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. 

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 and reimbursement. 

Perform other duties as assigned.  

Expected Salary:  

Commensurate with experience.  

Required Qualifications:  

High school diploma or equivalent and three years of
relevant experience. Appropriate college coursework or vocational/technical
training may substitute at an equivalent rate for the required experience. 

Preferred:  

None.  

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 March 20, 2026.  

This is a time-limited position.  

The University of Florida is a member of the State
University System of Florida and an Equal Opportunity Employer. All qualified
applicants will receive consideration for employment based on merit. 

If an accommodation due to a disability is needed to apply
for this position, please call 352-392-2477 or the Florida Relay System at
800-955-8771 (TDD) or visit Accessibility at UF. 

Health Assessment Required: No.